Community & Leisure Services minutes (Signed) 04-10-2021
Minutes of a Meeting of the Community & Leisure Services Committee
Held on Monday 4th October 2021 at 7:00 pm
Attendance:
Councillor P Winter (Chairman) Councillor A Drummond
Councillor A Appleby Councillor D Hall
Councillor J Borda Councillor J Harvey
Councillor P Hulbert Councillor R Hood
Councillor J D’Ath Councillor M Jefferys
Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, C Argyroudi – Events Manager, J Ashton – Minute Assistant and 1 Member of the Press.
Minute
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.
Apologies for Absence
Apologies were received from Cllrs Anderson, Crissall and Yarrow.
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
To Receive and Confirm for Accuracy the Minutes of the Community and Leisure Services Committee Meeting Held on Monday 6th September 2021 and Any Matters Arising
Members received the minutes of the Community and Leisure Services Committee meeting held on 6th September 2021 and the following was agreed:
CL/21/10/4.01 Resolved
That the minutes of the Community and Leisure Services Committee meeting held on 6th September 2021 be adopted and signed as a true record by the Chairman of the Community and Leisure Services Committee.
There were no matters arising.
Public Open Session
There were no members of the public in attendance.
To Receive the Accounts
The accounts for September 2021 were received and noted.
Memorial Gardens
An update report was presented and included the following:
Security – Abbey Security were now responsible for the closing of the Memorial Gardens during all days and opening at weekends and this will be on-going.
The night-time temporary visits have now ceased as there were no reports of any issues.
Anti-climb paint is being applied to the walls, however damage was still occurring and alternatives will need to be considered in the 2022/2023 budget.
Play Equipment – Plans to incorporate inclusive play equipment in the play area are on-going. Advice and quotes are being actively sought to establish budget provision requirements for 2022/23.
Memorial Hall
Street Furniture – A report on the plans to relocate the street furniture was considered and the following was agreed:
CL/10/8.01 Recommendation
That the project proceeds when the relevant licence has been obtained and that delegated powers be given to the Town Clerk to select quotes for the work and purchase of new cycle rails within delegated spending powers.
Cemetery
Memorial Safety – A report on Memorial safety checks was presented and it was noted that the Town Keeper is now qualified to carry out these checks and take action to make them safe.
Cemetery Spoil Facility – A report on how the current spoil facility is managed and proposals to improve this were considered and the following was agreed:
CL/21/10/9.01 Recommendation
That quotes be obtained to remove the tin shed and concrete base to allow for re-grassing the area, to concrete and install a hedge for a 2-bay spoil area.
Newmarket Clock Tower
A report to upgrade the lighting system at the Clock Tower was reconsidered and the following was agreed:
CL/21/10/10.01 Recommendation
That further quotes be obtained and that delegated powers be given to the Town Clerk to select an appropriate quote to proceed
Speeding
A report on the location and rotation plan for the current SIDs along with a quote to purchase an additional appliance were considered and the following was agreed:
CL/21/10/11.01 Recommendation
That further quotes be obtained for a mini SID unit and that applications for site suitability at Icewell Hill, Edinburgh Road and Fordham Road be progressed. That £4000 be allocated to the 2022/223 budget to purchase an additional device.
A request was made to reassess the location of the SID on the Bury Rd
Highway
The state of the paths and roads that are covered in weeds was discussed and that the work to address the issues by the responsible Local Authorities had not been carried out leading to residents not being able to be proud of the Town. All Towns in Suffolk should be regularly maintained by the responsible authorities and the following was agreed:
CL/21/10/12.01 Recommendation
That a letter be sent to SCC and West Suffolk Council to point out that residents want to be proud of their Town with a request that action is taken to address the weed issues as a priority.
Newmarket Venues
The Events Manager gave a verbal report on the bookings for September 2021, noting that £2,568 income was received in September 2021; £20,736 Year-To-Date.
Update on Newmarket Events
Remembrance Day Arrangements – The Events Manager confirmed that the road closure, bugler, vicar, Tattersalls and Town Band had been booked and that all arrangements were in hand.
The Chairman asked for volunteers who are able to do a 2-hour shift on the poppy stall at Waitrose to contact Mr Pringle to book a slot.
YBR Planting Event Debrief – The Chairman reported that this was a very successful day and all of the allocated bulbs were planted within the scheduled time. Thanks were given to the Town Keeper for digging the holes, to the Events Manager for the refreshments, the Cubs, Scouts and Brownies, PCSO Butcher and to Tesco.
The Mayor reported that this was a fantastic successful team event with at least 25 children and 15 adults helping to plant the bulbs and we are all looking forward to seeing the daffodils in bloom in the Spring. This was another good example of what the community can achieve by working together.
Christmas 2021 – NTC will not be holding a separate event, but will be using the Christmas budget to support the Discover Newmarket event on the Yellow Brick Road and other organisation’s events.
1: The Events Manager reported that there are plans to support the Christmas lights switch on and the YBR Wizard of Oz trail (Discover Newmarket) on 19th November 2021 by providing a photo booth and themed entertainment on the YBR between 4:00pm – 7:00pm. This is to encourage people to walk through the YBR into Town for the Christmas lights switch-on event.
Working with Newmarket Community Arts, a proposal was made to hold 2 weekend lantern workshops on 20th-21st November and 4th-5th December and have an exhibition of the lanterns in the Memorial Gardens with music and food stalls on Saturday 18th December. This will have the Wizard of Oz theme also.
3: There will be a Christmas Carol event around the Bill Tutte Christmas tree; date to be confirmed. Newmarket Community Choir will be invited to lead the singing.
The Events Manager was asked to provide a full report with costs for full Council to consider.
Silver Sunday – Previously for this event, 20 free tickets were offered to residents to attend a tea dance in December. The Committee considered doing the same this year but owing to the current climate and safety concerns, the tea dance in December will now be postponed.
Correspondence
Community litter picking request for support – A resident has been clearing weeds and litter singlehandedly along Rowley Drive and St Mary’s Square and made a request for NTC support this initiative by supplying volunteers with litter picking equipment. A social media campaign will be run to recruit volunteers and suggested that, if successful, this initiative could be expanded to other areas. The request was considered to be a great example of the Community getting involved to keep Newmarket tidy and the following was agreed:
CL/21/10/15.01 Recommendation
That NTC facilitates the setting up of a volunteer group by promoting the initiative on social media and to provide a hub to co-ordinate a litter picking rota and the collection of equipment.
Mural proposal – the proposal was considered and was deferred until the costs for the proposed refurbishment of the Clock Tower are received.
Date of Next Meeting
Monday 1st November 2021 at the Memorial Hall.
Items for Next Agenda
Soapbox accounts
Clock Tower costs
Meeting closed at 7:54pm