Publication

Community & Leisure Services Minutes Signed 10-01-2022

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Attendance:

Councillor P Winter (Chairman)

Councillor R Hood

Councillor J Borda

Councillor P Hulbert

Councillor A Drummond

Councillor M Jefferys

Councillor J Harvey

Councillor K Yarrow

Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, C Argyroudi – Events Manager, J Ashton – Minute Assistant, 2 Representatives from Jockey Club Estates, 1 Member of the Press and 3 Members of the Public.

CL/22/01/1  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/22/01/2  Apologies for Absence

Apologies were received from Cllrs, Anderson, Appleby, Crissall, De’Ath, Ferries and Hall.

CL/22/01/3 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.  There were no requests for dispensations.

CL/22/01/4  To Receive and Confirm for Accuracy the Minutes of the Community and Leisure Services Committee Meeting Held on Monday 6th December 2021 and Any Matters Arising

Members received the minutes of the Community and Leisure Services Committee meeting held on 6th December 2021 and the following was agreed:

CL/22/01/4.01 Resolved 

That the minutes of the Community and Leisure Services Committee meeting held on 6th December 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/22/01/5 Public Open Session

A member of the public spoke of how he volunteered to help the Cricket Club progress their operational plans by liaising with various groups/organisations to resolve any issues that arise.

The Chairman advised that a meeting regarding the Cricket Club was planned for tomorrow and it would be helpful if any current issues could be emailed ahead of the meeting so that they can be considered.

The Chairman proposed that items 10 and 14 be brought forward and the following was agreed:

CL/22/01/5.01 Resolved 

That items 10 and 14 be brought forward.

CL/22/01/6 Rayes Lane Parking

Parking – The Chairman reported that an update was awaited at the next committee meeting.

Horse safety/fencing – Jockey Club Estates gave an update on plans to make the area safer and to separate the footpath from the horsewalk to deter children getting under the fence.  They are currently consulting Suffolk Highways on the materials to be used and they were looking for SCC to pay for the materials and they would install the new fence.

SCC Cllr Drummond suggested that he be officially requested to make a contribution to funding and the following was agreed:

CL22/01/6.01 Recommendation 

That NTC supports the initiative to improve the safety at Rayes Lane and would request a contribution for funding from SCC Cllr Drummond.

CL/22/01/7 Newmarket Community Nature Reserve 

The plans of the Community Nature Reserve were presented by Laura Nunes and a request was made for NTC support; specifically with obtaining permissions to plant.  The following was agreed:

CL/22/017.01 Recommendation

That NTC supports the initiative and looks forward to

receiving further information.

CL/22/01/8 Samphire Homes (Flagship)

An update was given on the issues raised at Freshfields and Icewell Hill garages and Cllr Yarrow would be meeting with a manager in February to look at the garages and flats.  Samphire had set up a project group to address the garage issues and planned to consult residents during January/February to engage them regarding ideas for change.

Helen Majoram from Samphire Homes will be invited to attend the next committee meeting.

The Events manager joined the meeting and the Jockey Club Estates representatives along with 2 members of the public, left the meeting.

CL/22/01/9 To Receive the Accounts 

The draft accounts for December 2021 were received and noted.

CL/22/01/10 Budget 2022/2023

A revised draft C&L budget for 2022/2023 was considered and the following was agreed:

CL/22/01/10.01 Recommendation 

That the revised C&L Budget for 2022/2023 be approved.

CL/22/01/11 Cemetary Deeds Management 

A quote for scanning the remaining deeds held at the Memorial Hall was considered and the following was agreed:

CL/22/01/11.01 Recommendation 

That the quote by Scripti Ltd for £2,000 to scan the remaining deeds held at the Memorial Hall be accepted.

CL/22/01/12 Memorial Gardens 

The play inspection safety report for December 2021 was received and noted.

CL/22/01/13 Clock Tower

The Chairman gave an update on the project and expected that the costs would be quite high and efforts would be made to secure grants etc.  A report on the work required will be provided in February and could start with repairs to the roof.

CL/22/01/14 Listed Buildings

The Chairman proposed that enquires be made on what SCC and West Suffolk Council were doing about the listedproperty.  The following was agreed:

CL/22/01/14.01 Recommendation 

That letters be sent to ask SCC what action they were taking to resolve the issues of the listed building in St Marys Square and to West Suffolk Council to ask what enforcement action is being taken on the property.

 The Chairman proposed that item 15 be deferred and considered under item 17 – Events.  The following was agreed:

CL/22/01/14.02 Resolved

That item 15 – Jubilee Beacon be deferred and considered under item 17 – Events.

CL/22/01/15 Lexington Link

A verbal report was given on how NTC could support the Twinning students this year and talks were ongoing with Newmarket Academy in this respect.

Lexington had set up an art project to paint fibreglass horses and had invited NTC to participate.  The Committee would need to nominate a local artist and Newmarket Community Arts would be contacted to assist.

CL/22/01/16 Events

Jubilee Beacon – The Chairman gave a verbal report on the Jubilee Beacon which had good support and talks will be held with Jockey Club Estates on a suitable site.  Other suggestions included a Jubilee Savoury Tart to be offered on the evening of the beacon lighting (2nd June) along with music from a piper and Newmarket Choir.  A Town Crier will be researched for the official Proclamation.  A further report, including the style of beacon, will be given following the meeting with Jockey Club Estates.

The Events Manager reported on the following up-coming events:

 Bombing Ceremony – the event will be held on the evening of 18th February and a proposal was made to book the Town Band to play relevant music from the period and to offer refreshments.  S Easom from Newmarket History Society will be preparing the presentation as in previous years. The following was agreed:

CL/22/01/16.01 Recommendation 

That the Town Band be booked to play music from the period of the bombing and that refreshments be offered at the Bombing Event on 18th February 2022 subject to any Covid-19 restrictions.

 Soapbox Derby August 2022 – feedback on how to make the course more exciting and where ramps could be stored to be used each year was discussed.  The following was agreed:

CL/22/01/16.02 Recommendation

That a Soapbox Derby be held in August 2022.

 The Events Manager was requested to consult with Jockey Club Estates and to provide a report on costs for improved jumps and details of storage facilities.

Town Clerk proposed that a part time assistant be employed to assist the Events Manager to organise the events for 2022.  A request was made that a report on the job role, hours and salary be presented to be considered.

Jubilee Celebration June 2022 – a verbal update was given on the plans for the event and included: closing the High Street for a parade ending at the Severals with a carnival and live music.  The following was agreed:

 CL/22/1/16.03 Recommendation

That in principle, an event be held for the Jubilee Celebration on Friday 3rdand Sunday 5th June 2022.

 A request was made for suggestions for Sunday 5th June 2022.

 CL/22/01/17 Newmarket Venues 

The Events Manager gave a verbal report on the bookings for December, noting that £1,900 income was received in December 2021; £2,7,365 Year-To-Date.  Bookings for January were quieter with 2 meetings for January.

CL/22/01/18 Correspondence

Newmarket Inter-Faith Forum – Letter of thanks for NTC’s support was received and noted.

Electric Vehicle Charging Points on Studlands – A query from a resident regarding any plans for more vehicle charging points on Studlands and in Newmarket was noted and will be referred to West Suffolk Council.

Traffic Calming on Studlands – the response from Suffolk Highways Support was noted and would be added as an item on the next agenda.  Cllr Drummond suggested that he may be able to support this via his SCC Locality Budget.

CL/22/01/19 Date of Next Meeting

Monday 7th February 2022 at the Memorial Hall.

CL/22/01/20 Items for Next Agenda

  • Studlands traffic – yellow lines in the area of the traffic calming
  • Clock Tower
  • Flagship – Icewell Hill Garages
  • Rayes Lane – parking permits

 

 Meeting closed at 8:00pm

Signed by the Chairman                             Date 7th February 2022

Summary of Recommendations

 

Recommendation Recommendation Wording
CL/22/01/6.01 Recommendation That NTC supports the initiative to improve the safety at Rayes Lane and would request a contribution for funding from SCC Cllr Drummond.
CL/22/01/7.01 Recommendation That NTC supports the initiative and look forward to receiving further information.
CL/22/01/10.01 Recommendation That the revised C&L Budget for 2022/2023 be approved.
CL/22/01/11.01 Recommendation That the quote by Scripti Ltd for £2,000 to scan the remaining deeds held at the Memorial Hall be accepted.
CL/22/01/14.01 Recommendation That letters be sent to ask SCC what action they were taking to resolve the issues of the listed building in St Marys Square and to West Suffolk Council to ask what enforcement action is being taken on the property.
CL/22/01/16.01 Recommendation That the Town Band be booked to play music from the period of the bombing and that refreshments be offered at the Bombing Event on 18th February 2022 subject to any Covid-19 restrictions.
CL/22/01/16.02 Recommendation That the Town Band be booked to play music from the period of the bombing and that refreshments be offered at the Bombing Event on 18th February 2022 subject to any Covid-19 restrictions.
CL/22/01/16.03 Recommendation That in principle, an event be held for the Jubilee Celebration on Friday 3rd and Sunday 5th June 2022.