Community & Leisure Services Minutes (Signed) 04 05 2021

Minutes of a Meeting of the Community & Leisure Services Committee held on Tuesday 4th May 2021 at 7:00 pm via Zoom

Attendance:
Councillor J Borda (Vice Chairman) Councillor R Hood
Councillor A Appleby Councillor P Hulbert
Councillor A Drummond Councillor M Jefferys
P Winter

Also Present: D Baines – Town Clerk, C Whitaker – RFO, C Argyroudi – Events Manager, J Ashton – Minute Assistant, Cllr R Nobbs – West Suffolk Council, 1 Member of the Press and 4 Members of the Public.

CL/21/05/1 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/21/05/2 Apologies for Absence
Apologies were received from Cllrs De’Ath, O’Neill and Yarrow. Cllr Anderson was absent.

CL/21/05/3 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/21/05/4 To Receive and Confirm for Accuracy the Minutes of the Community and Leisure Services Committee Meeting Held on Tuesday 6th April 2021 and Any Matters Arising
Members received the minutes of the Community and Leisure Services Committee meeting held on 6th April 2021 and the following was agreed:

CL/21/05/4.01 Resolved
That the minutes of the Community and Leisure Services Committee meeting held on 6th April 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/21/05/5 Public Open Session
A resident raised an incident of a potential breach of the Social Media Policy by a member of the Council. The details will be sent to the Town Clerk to investigate.

CL/21/05/6 To Receive The Accounts For April 2021
The accounts for April 2021 were received and noted.

CL/21/05/7 Memorial Gardens Monthly Play Inspection Report
The monthly Play Inspections Report was noted. A report giving an update on the Memorial Gardens was presented and a proposal to recommission the Splashpad was considered. The following was agreed:

CL/21/05/07.01 Recommendation
That the splashpad be recommissioned with a full service to be carried out in May 2021 for a cost of £1,162+VAT

CL/21/05/8 Cemetery Matters
Town Clerk reported that the gates are waiting to be installed and that opening hours would be reviewed once they were in place.

CL/21/05/9 Clock Tower Project
Members were advised that phase 1 had been completed apart from the bulbs, which will be added to phase 2 and be planted in the autumn to flower next spring.

CL/21/05/10 Update on Newmarket Events
The Events Manager reported on the following:

Soap Box Derby 2021 – Events Manager presented a report on the costs and expected revenue. The event will be a free ticket event with online bookings. Tickets were being booked and new teams had entered. Planning will continue and further updates will be reported.

Silver Sunday – A proposal was made to hold the event in December rather than October and free vouchers will be issued to residents to attend the first Tea Dance in December 2021.

Purple Tuesday – NTC will participate in this event again this year and the format will be the same as last year.

Summer Entertainment – A new supplier had been sourced to provide the bouncy castle and other community groups will invited to provide a joint event with an environmental theme. A full report will be presented to full council.

A request from a local music teacher to hold an outdoor student concert in the Memorial Gardens mid-late July 2021 was considered and the following was agreed:

CL/21/05/10.02 Recommendation
That the request to hold an outdoor student concert in the Memorial Gardens be approved and any fees be waived. That the date and arrangements be agreed with the Events Manager.

Summer Nights Walk
Newmarket Festival are planning to host the Summer Nights 10km walk on Saturday 14th August 2021 and requested that the fees be waived for the use of the Pavilion as they were last year. The request was considered and the following was agreed:

CL/21/05/10.03 Recommendation
That the fees be waived for Newmarket Festival to use the Pavilion to host the Summer Nights 10km walk on Saturday 14th August 2021.

CL/21/05/11 Exning Road
This item had been referred by full Council to consider the parking issues in Exning Road and the Committee referred it to the Parking Working Group.

CL/21/05/12 Weatherby Crossing
Suffolk County Council had placed an article in the press regarding the inquiry results giving a date of 13th May for any objections to be submitted.

CL/21/05/13 Correspondence
None noted.

CL/21/05/14 Date of Next Meeting
Monday 7th June 2021 at the Memorial Hall.

CL/21/05/15 Items for Next Agenda
• Soap Box
• Student concert
• YBR
• Clock Tower Project
• Memorial Hall summer entertainment
• Memorial Gardens
• Events

Meeting closed at 7:28pm

Signed by the Chairman Date 07 06 2021

Summary of Recommendations

Recommendation	Recommendation Wording
CL/21/05/7.01 Recommendation	That the splash pad be recommissioned with a full service to be carried out in May 2021 for a cost of £1,162+VAT
CL/21/05/10.02 Recommendation	That the request to hold an outdoor student concert in the Memorial Gardens be approved and any fees be waived. That the date and arrangements be agreed with the Events Manager.
CL/21/05/10.03 Recommendation	That the fees be waived for Newmarket Festival to use the Pavilion to host the Summer Nights 10km walk on Saturday 14^th August 2021.