Community & Leisure Services Minutes (Signed) 02-11-2020
Minutes of a Meeting of the Community & Leisure Services Committee held on Monday 2nd November 2020 at 7:00 pm via Zoom
Attendance:
Councillor J Borda (Chairman) Councillor P Hulbert
Councillor A Appleby Councillor M Jefferys
Councillor R Hood Councillor C O’Neill
Philipp Winter Councillor Kevin Yarrow
Also Present: Debbie Baines – Town Clerk, Cathy Whitaker – RFO, Christy Argyroudi – Events Manager, Julie Ashton – Minute Assistant, 1 Member of the Press and 1 Member of the Public
CL/20/11/1 Chairman to read fire safety and announce that proceeding 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/20/11/2 Apologies for absence
Apologies were received from Cllrs De’Ath, Drummond, Kerby and Fitzgerald. Cllrs Anderson and Bowen were absent.
CL/20/11/3 Declaration of members 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 form members dispensation
None noted.
CL/20/11/4 To receive and confirm for accuracy the minutes of the community and leisure services committee meeting held on Monday 5th October 2020 and any matter arising. Members received the minutes of the Community and Leisure Services Committee meeting held on 5th October 2020 and the following amendment was made:
Page 2 – CL/20/10/8 – the following sentence was removed “A request was made that Freshfield be included in the planting plans”
Subject to the amendment being made, the following was agreed:
CL/20/11/4.01 Resolved
That the minutes of the Community and Leisure Services Committee meeting held on 5th October 2020 be adopted and signed as a true record by the Chairman of the Community and Leisure Services Committee.
Matters arising.
Page 2 – CL/20/10/7 – weed spraying – this would be considered again in the Spring
Page 3 – CL/20/10/12 – Remembrance Sunday – The Events Manager confirmed the numbers that would be in attendance for wreath laying only and that Government guidance permitted the event to go ahead with social distancing being adhered to. A bugler would be in attendance and NTC would cover their travel expenses.
CL/20/11/5 Public participation
No members of the public wished to speak.
CL/20/11/6 To receive the accounts for October 2020
The accounts for October 2020 were being prepared and would be circulated.
CL/20/11/7 Budget proposal from the working group
The Working Group had gone over the proposed budget in detail, it was agreed that figures be reviewed in an attempt to reduce expenditure. The following was agreed:
CL/20/11/7.01 Recommendation
That the Mayor and RFO look at the draft budget again and try to reduce the increase and report findings at the next meeting.
CL/20/11/8 Newmarket Venues
The Events Manager reported that other venues had reduced hire charges due to the pandemic and requested that councillors consider current charges to ensure they were competitive. It was noted that the Terms & Conditions did not currently allow payments by credit card. The following was agreed:
CL/20/11/8.01 Recommendation
That a Working Group be set up comprising of Cllrs Borda, Jefferys, O’Neill and Phillipa Winter (with Cllr De’Ath as Chairman if able to attend) with a remit of reviewing the hire charges for Newmarket venues, review the terms and conditions and present recommendations at the next meeting.
CL/20/11/9 Cemetery
Cemetery gate automation – RFO reported that she could only get 2 local quotes and that one had suggested using solar power. West Suffolk already use solar powered gates at other cemeteries. The two quotes to install automatic gates at the Cemetery were considered and the following was agreed:
CL/20/11/9.01 Recommendation
That the quote from Suffolk Gate Automation to install a solar powered automated gate at the Cemetery for £4687+VAT with a fob system and 20 fobs £634+VAT and a free exit loop for cars £432+VAT be accepted.
A West Suffolk report on managing unauthorised memorabilia items on graves at the Cemetery was considered and the following was agreed:
CL/20/11/9.01 Recommendation
That the West Suffolk report on managing unauthorised memorabilia items on graves at the Cemetery be adopted and be sensitively applied.
A West Suffolk report for a solution to deter the use of artificial grass on new graves in the Cemetery by providing alternative temporary coverings was considered and the following was agreed:
CL/20/11/9.02 Recommendation
That the West Suffolk solution to deter use of artificial grass on new graves at the Cemetery be adopted.
Town Clerk reported the recent theft of a vehicle from the cemetery and a number of additional thefts that had occurred over recent months, and suggested that a policy for introducing opening hours could help to prevent thefts in the future. The following was agreed:
CL/20/11/9.03 Recommendation
That a policy for introducing opening hours at the Cemetery be implemented when the automatic gates were installed.
CL/20/11/10 Memorial Gardens
Monthly Play Area Inspection (October) – There no urgent matters to be considered, a small number of minor issues were noted to be monitored and actioned when necessary.
Update on Play Area Improvements – RFO reported that installation of additional equipment to deter anti-social behaviour was awaited, and that a solution to the need for improvements to the mound was still being considered.
Quotes for tree work – This item was deferred in order to determine which trees required work as a priority.
CL/20/11/11 Clock Tower Project
Town Clerk report that there was no further update.
CL/20/11/12 Market
The West Suffolk report on the Market was noted and in addition that they intended holding a Christmas market every Saturday in December using both the High Street and Bill Tutte Memorial area.
Town Clerk would arrange a meeting with West Suffolk in the New Year, to discuss the market.
CL/20/11/13 Planting recycling
This item was deferred to the next meeting.
CL/20/11/14 Correspondence
A request from the support group Lifecraft. to hold a meeting at the Pavilion was considered and the following was agreed:
CL/20/11/14.01 Recommendation
That the Charity Lifecraft be allowed to use the Pavilion 26th November 2020 for 2 hours.
Date of next meeting
Monday 7th December 2020 via Zoom.
CL/20/11/15 Items for next agenda
• History Trail
• Tree work in the Memorial Garden
• Clock Tower project
• Plant recycling
Meeting closed at 8:08pm
Signed ______________________________ Date ______________________