Community & Leisure Services Minutes (Signed) 06-04-2021
Minutes of a Meeting of the Community & Leisure Services Committee held on Tuesday 6th April 2021 at 7:00 pm via Zoom
Attendance:
Councillor J De’Ath (Chairman) Councillor R Hood
Councillor A Appleby Councillor P Hulbert
Councillor J Borda Councillor M Jefferys
Councillor A Drummond Councillor C O’Neill
P Winter Councillor K Yarrow
Also Present: D Baines – Town Clerk, C Whitaker – RFO, C Argyroudi – Events Manager, J Ashton – Minute Assistant, 1 Member of the Press and 4 Members of the Public
CL/21/04/1 Chairman to Announce that Proceedings May be Filmed or Recorded
The Chairman opened the meeting and announced that proceedings are being recorded and to advise that all participants will be muted by the host of the meeting who will unmute the individual the Chairman has invited to speak.
CL/21/04/2 Apologies for Absence
Apologies were received from Cllr Anderson.
CL/21/04/3 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.
CL/21/04/4 To Receive and Confirm for Accuracy the Minutes of the Community and Leisure Services Committee Meeting Held on Monday 1st March 2021 and Any Matters Arising
Members received the minutes of the Community and Leisure Services Committee meeting held on 1st March 2021 and the following was agreed:
CL/21/04/4.01 Resolved
That the minutes of the Community and Leisure Services Committee meeting held on 1st March 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/21/04/5 Public Open Session
A resident raised several concerns regarding a large funeral held earlier in the year where alcohol was drunk, Covid-19 rules were not applied or enforced, with no visible Police presence, debris was left and graves were damaged.
The Chairman apologised on behalf of the Committee for the distress caused and advised that proposed revisions to the Cemetery Regulations were intended to prevent future incidents of this nature. The Chairman proposed that item 8 be brought forward and the following was agreed:
CL/21/04/5.01 Resolved
That item 8 be brought forward
CL/21/04/6 Cemetery Matters
The revised Cemetery Regulations 2021 – were presented and considered. It was noted that the new regulations would cover the issues raised and the following was agreed:
CL/21/04/6.01 Recommendation
That the Revised Cemetery Regulations 2021 be received and adopted.
The Police would be contacted regarding their lack of presence at the recent funeral.
The revised Cemetery Fees and Charges – were presented and considered. The following was agreed:
CL/21/04/6.02 Recommendation
That the Revised Cemetery Fees and Charges 2021 be received and adopted.
Covid-19 Memorial Tree – A proposal was made to dedicate the newly planted Cherry tree at the Cemetery as a Covid-19 Memorial tree and the following was agreed:
CL/21/04/6.03 Recommendation
That the newly planted Cherry tree be dedicated as a Covid-19 Memorial tree at the Cemetery.
CL/21/04/7 To Receive The Accounts For March 2021
The accounts for March 2021 were received and noted.
CL/21/04/8 Memorial Gardens Monthly Play Inspection Report
The monthly Play Inspections Report was noted. RFO reported that the netting for the castle was waiting to be installed and ProScape will prepare a proposal for the Zip Wire mound when the castle netting is installed.
CL/21/04/9 Clock Tower Project
Members were advised that the left-hand side edging had been completed and planting would begin within 3 weeks. The Committee thanked Philippa for her work on this project.
Cllr Drummond left the meeting
CL/21/04/10 Update on Newmarket Events
The Events Manager reported on the following:
Soap Box Derby 2021 – Events Manager reported that plans were going well and concerns regarding the cancellation policy would be addressed. The event will be a free ticket event with online bookings. More teams were being sought.
Carnival 2022 and Platinum Jubilee – A proposal was made to combine the two events and hold it on the 4th June 2022. The Event will have a Royal theme with a procession down the High Street. The following was agreed:
CL/21/04/10.01 Recommendation
That the Carnival and Platinum events be a joint event and be held on the 4th June 2022.
Additional Events for 2021 – A proposal was made to offer free Fitness Classes in the Memorial Gardens during summer 2021 for Yoga and Pilates. Bookings would be available online and the Memorial Hall would be used if available, for inclement weather.
CL/21/04/10.02 Recommendation
That the offer of free Fitness Yoga and Pilates events be approved and a budget of £750 be allocated.
Car Boot Sales 2021 – The Car Boot Sales schedule from 30th May 2021 was presented and the following was agreed:
CL/21/04/10.03 Recommendation
That the Car Boot Sales schedule from the 30th May be approved.
Online Twinning Event – Events Manager reported that there were plans for an online Twinning event which would be a mix of light discussion and entertainment. A video of Newmarket would be produced for the entertainment and a full report with costings will be presented to Full Council.
CL/21/04/11 Christmas Lights Working Group
Events Manager reported that quotes for the Christmas had been considered and the following was agreed:
CL/21/04/11.01 Recommendation
That the quote for the Christmas lights from Gala Lights for £11,910 for the first year and £10,560 for each of the next 2 -5 years be accepted.
CL/21/04/12 Maison-Laffitte Virtual Twinning Event May 2021
This item was covered by Events Manager at item 10.
CL/21/04/13 Allotments
A proposal to convert the old BMX track at Studlands into an allotment site was considered and the following was agreed:
CL/21/04/12.01 Recommendation
That NTC supports the Studlands Resident Association proposal to allocate the old BMX track at Studlands as a new allotment site and to write to West Suffolk Council to request this proposal.
CL/21/04/14 Correspondence
A request from Newmarket Academy to hold a Charity event in the Memorial Hall 9th July 2021 was considered and the following was agreed:
CL/21/04/14.01 Recommendation
That the request from Newmarket Academy to hold a Charity event in the Memorial Hall 9th July 2021 free of charge be approved.
CL/21/04/15 Date of Next Meeting
Tuesday 4th May 2021 via Zoom.
CL/21/04/16 Items for Next Agenda
• Silver Sunday
• Purple Tuesday
• Clock Tower Project
• Memorial Hall summer entertainment
• Memorial Gardens
• Events
• Allotments
• Twinning
• Weatherby Crossing
Meeting closed at 7:48pm
Signed By the Chairman Date 04/05/2021
Summary of Recommendations
| Recommendation | Recommendation Wording |
| CL/21/04/6.01 Recommendation | That the Revised Cemetery Regulations 2021 be received and adopted. |
| CL/21/04/6.02 Recommendation | That the Revised Cemetery Fees and Charges 2021 be received and adopted. |
| CL/21/04/6.03 Recommendation | That the newly planted Cherry tree be dedicated as a Covid-19 Memorial tree at the Cemetery. |
| CL/21/04/10.01 Recommendation | That the Carnival and Platinum events be a joint event and be held on the 4th June 2022. |
| CL/21/04/10.02 Recommendation | That the offer of free Fitness Yoga and Palates events be approved and a budget of £750 be allocated. |
| CL/21/04/10.03 Recommendation | That the Car Boot Sales schedule from the 30th May be approved. |
| CL/21/04/11.01 Recommendation | That the quote for the Christmas lights from Gala Lights for £11,910 for the first year and £10,560 for each of the next 2 -5 years be accepted. |
| CL/21/04/12.01 Recommendation | That NTC supports the Studlands Resident Association proposal to allocate the old BMX track at Studlands as a new allotment site and to write to West Suffolk Council to request this proposal. |
| CL/21/04/14.01 Recommendation | That the request from Newmarket Academy to hold a Charity event in the Memorial Hall 9th July 2021 freed of charge be approved. |