Community Services Minutes (Draft) 09-03-2020
Draft Minutes of a Meeting of the Community Services Committee held on Monday 9th March 2020 at 6:00 pm at the Memorial Hall Newmarket
Attendance:
Councillor T Kerby (Chairman) Councillor R Hood
Councillor M Anderson Councillor P Hulbert
Councillor J Borda Councillor I Kirk
Councillor S Caesar Councillor J Lay
Councillor A Drummond Councillor C O’Neill
Councillor Y Fitzgerald Councillor R Yarrow
Also Present: Deborah Sarson – Acting TCM, Julie Ashton – Minute Assistant, Cllr Appleby – NTC and 1 Member of the Press.
Minute
C/20/03/1 – Chairman to read fire safety notice and ask if anyone intends to film or record the meeting
The Chairman opened the meeting and read out the Fire Safety Notice.
C/20/03/2 – Apologies for absence
Apologies were received from Cllrs Bowen, De’Ath, Hirst and Jefferys.
C/20/03/3 -Declaration of member’s interests and to remind councillors of the need to keep up to date their register of member’s interest and to consider any requests received form members dispensation
None noted.
C/20/03/4 – To receive and confirm for accuracy the minutes of the meeting held on Monday 10th February 2020 and any matters arising
Members received the minutes of the Community Services Committee meeting held on 10th February 2020 and the following was agreed:
C/20/03/4.01 Resolved
That the minutes of the Community Services Committee meeting held on 10th February 2020 be adopted and signed as a true record by the Chairman of the Community Services Committee.
There were no matters arising.
C/20/03/5 – Public participation an invitation to members of the public to put questions/statements of not more than 3 minutes duration. No resolutions can be made but councillors are very happy for matters to be brought to their attention.
None noted.
C/20/03/6 -To receive the accounts for February 2020
Acting TCM advised that 4039 – Vehicle Costs related to the van insurance, 1009 – Roundabout Sponsorship had been received and 4811 – CP – Christmas Lights Infrastructure payment from BID had been received. The accounts for February 2020 were received and noted.
C/20/03/7 -West Suffolk sla
Acting TCM gave a verbal update on the outcomes following a meeting with the West Suffolk SLA Manager. The challenges from last year were reviewed and actions being taken to mitigate the issues were discussed. A separate district wide Cemeteries team had been introduced with one team member permanently maintaining the Cemetery and other members being called on when necessary. Demand on resources will be reduced owing to brick lined graves no longer being allowed from 1st April 2020.
One of the challenges they have is that the West Suffolk grass cutting schedule is 3 weekly whereas the NTC schedule is 2 weekly but they will be cutting some areas on the 2 weekly schedule including 3 small roundabouts, some small playgrounds and newly adopted arterial route verges. Staff with horticultural skills have been recruited to maintain the flower beds and hanging baskets so a significant improvement is expected. SCC weed spraying would be topped up by WSC with an additional spray added in the season.
There was an issue regarding road sweeping being hindered by parked cars and it was suggested that NTC could work collaboratively with WSC if necessary by putting letters on windshields for known dates to inform road users however it was hoped that civil parking enforcement from April will help the situation.
West Suffolk had proposed demolishing the metal shed at the Cemetery and replacing it with a wooden compound to store equipment and materials. Details were awaited. A schedule of works with contact numbers would be provided and monthly meetings will be held. The Severals will be cut weekly for cricket to be played.
Concerns were raised regarding the hazardous weed spray used and the following was agreed:
C/20/03/7.01 Resolved
That Cllr Hood requests West Suffolk to look at alternatives to hazardous weed spray for controlling weeds.
C/20/03/8 -Cemetery – To agree the draft fees
Acting TCM presented the draft Cemetery fees and several amendments were made including to increase the fee for a standard lawn grave to £995, to increase the fee for all cremated remains in earthen graves (25 years ERB) to £800, to increase the use of the Chapel to £150 and to remove all fees for child burials for families living in the Parish of Newmarket. All fees for non-residents would be doubled. The following was agreed:
C/20/03/8.01 Resolved
That subject to the amendments being made, the draft Cemetery fees be adopted.
C/20/03/9 -Newmarket vision
The Vision Working Group presented a report and the observations were discussed. After further debate the following was agreed:
C/20/03/9.01 Recommendation
That NTC continues to work within Newmarket Vision and requests an increase in representation from one to four Members on the Vision Steering Group.
C/20/03/10 – Street lighting on Studlands park
Acting TCM advised that a meeting would be arranged to look at the options and related costs. However, an invoice from SCC for £12,864 for the Studland Street Lights had been received which was considerably more than the allocated budget. The invoice would be challenged but several virements were requested to cover the additional cost and the following was agreed:
C/20/03/10.01 Resolved
That a virement of £1,000 from Clocks and £1,500 from allotments be made to cover the additional costs of the Studland Street Lights.
It was noted that SCC had planned to upgrade Street lights across Suffolk to LED lights and Cllr Drummond would make enquiries to see if Studlands could be included in the scheme.
C/20/03/11 -Litter in Newmarket
The Litter Working Group reported that new recycling bins were being looked at along with where they could be sited. The number of places for recycling glass in Newmarket was limited and investigations for how to encourage more were being undertaken. Street cleaning would be looked at further. The PCSO would be asked if they could issue penalty litter notices and the BID would be asked to approach Tesco to arrange their own litter picks.
The Working Group had considered joining the Keep Britain Tidy campaign and advised that this would not be recommended. The map displaying the recycling points in Town would be emailed to all Members for them to add any additional points that they are aware of. Members would also be asked to look at the available rubbish facilities provided at small fast food outlets.
Cllr Anderson left the meeting.
Enquiries would be made for funding for new recycling bins with SCC and West Suffolk would be asked if they would collect from recycling bins in and around Town. A date for a Town litter pick would be looked at.
C/20/03/12 – To consider a design competition for the hanging baskets 2021
Members further considered the options for a hanging basket competition and it was agreed that no further action would be taken.
C/20/03/13 – Bill Tutte Memorial
This item was deferred to the next meeting.
C/20/03/14 -Transport matters
Members were advised that a letter would be sent to lobby SCC for funds to subsidise out of hours bus services in Newmarket.
C/20/03/15 – A142 crossing
Members were advised that a response from SCC regarding the A142 crossing was awaited and Cllr Drummond agreed to make further enquiries. The Community Actions in the Neighbourhood Plan included a number of requests for sites for pedestrian crossings and it was suggested that they needed to be prioritised. This would be raised at the Committee Workshop meeting to be held 30th March 2020.
C/20/03/16 – Additional sid device
Acting TCM was asked to send all details including costs for an additional SID to Cllr Drummond who would submit an application to SCC.
C/20/03/17 – To receive an update on Newmarket market
Members were advised that West Suffolk had looked at several options to improve safety and none were satisfactory. West Suffolk advised that it would be best to contact SCC Highways for a solution to improve safety. Acting TCM would be meeting at West Suffolk on Friday to discuss the High Street Design including the options for the market and would report back to the next meeting.
A flyer to attract new traders was presented and Members were advised that details of the indoor market every Tuesday during the winter season would be advertised on the back.
Cllr Kirk left the meeting
C/20/03/18 – Newmarket BID
Members were advised that details of the owners of Crown Walk had been given to the BID and they would take forward the plan to install planters. The high costs for putting up vinyl sheets to decorate empty shops and been looked at and alternative options were being sought. The BID Chairman was organising an audit of equipment owned. The next BID Board meeting would be held on Monday 30th March 2020.
C/20/03/19 – Correspondence
A request to install double yellow lines on the corners at the junction of Hamilton Road/Rowley Drive was considered and Cllr Hood would arrange a site meeting with Suffolk Highways.
C/20/03/20 – Date of next meeting
Tuesday 14th April 2020 6:00pm at the Memorial Hall.
Cllr O’Neill left the meeting
C/20/03/21 -Items for next agenda
• Street Lighting
• Transport matters
• A142 Crossing
• Weatherby Crossing
• Town litter pick date
• PCSO litter penalty notices
• Weed spraying
• Bill Tutte Memorial
Meeting closed at 8:07pm
Signed ______________________________ Date ______________________