Community Services Minutes (Signed) 14-10-2019

Held on Monday 14th October 2019 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 M Jefferys
Councillor O Bowen
Councillor J Lay
Councillor S Caesar
Councillor C O’Neill
Councillor J De’Ath
Councillor R Yarrow
Councillor A Drummond

Also Present: Bobby Bennett – TCM, Julie Ashton – Minute Assistant, Tracey Harding – Discover Newmarket and 1Member of the Press.
Minute Action by
C/19/10/1 Chairman to read fire safety notice and announce that proceedings may be filmed or recorded.

The Chairman opened the meeting and read out the Fire Safety Notice and announced that proceedings may be filmed or recorded.

C/19/10/2 Apologies for absence
None noted. Cllr Hirst was absent.

C/19/10/3 Declaration of members interests and to remind councillors of the need to keep up to date their register of members interests and to consider any requests received for members dispensation.

None noted.

C/19/10/4 To receive and confirm for accuracy the minutes of the meeting held on Monday 9th September 2019 and any matters arising.

Members received the minutes of the Community Services Committee meeting held on 9th September 2019 and the following was agreed:

C/19/10/4.01 Resolved
That the minutes of the Community Services Committee meeting held on 9th September 2019 be adopted and signed as a true record by the Chairman of the Community Services Committee.

Matters arising:

Page 3 – C/19/09/9.01 Resolved – TCM read out a response from Suffolk Highways regarding the street lights at Studlands. This item would be added to the agenda for the next meeting.

C/19/10/5 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 matter to be brought to their attention.

None noted.

C/19/10/6 To receive the accounts for September 2019
A request was made for the Earmarked Reserves to be added to the report.
The accounts for September 2019 were received and noted.

C/19/10/7 To introduce Tracey Harding -Discover Newmarket
This item was deferred to await the arrival of Tracey.

C/19/10/8 To receive an update on the following
Yellow Brick Road – TCM advised that the project for next year would be brought forward and that there would be a big effort to clear graffiti and a general tidy up to enhance the area. A District Cllr advised that he had made a donation from his locality budget to the project and that work would start soon to pave the path from Studlands. The Friends of Yellow Brick Road had not met for some time and arrangements would be made to revive the group.

Skate Park Project – TCM advised that work would begin soon and the project was expected to be completed by February 2020.

Tracey Harding joined the meeting.
Newmarket Market – TCM advised that an update from West Suffolk was still awaited. A request was made for the monitoring team to report to the Committee. Members were advised that transferring ownership of the Market from West Suffolk to NTC had been previously looked at and further enquiries would be made

The Chairman proposed that item 7 be revisited and the following was agreed:

C/19/10/8.01 Resolved
That item 7 be revisited.

C/19/10/9 To introduce Tracey Harding- Discover Newmarket
The Chairman introduced Tracey who gave a briefing on her background which included working with Local Authorities, organising events and working in tourism for over 20 years. She was pleased to see that the set up in Newmarket was well organised and that the tours that were currently in place were strong. She was planning to add to these with half day tours to Cambridge and Ely and to promote Newmarket sausages and fashion opportunities. The Chairman thanked Tracey and it was noted that this would be a good opportunity for a fresh start for Tracy to work collaboratively with the BID and NTC in their respective roles. Tracey left the meeting.

C/19/10/10 To receive an update on the cemetery
TCM advised that work had been completed regarding health and safety and that a better solution was being looked at to resolve the rabbit issue. Birds were causing an issue with the grass and West Suffolk were looking for a solution. It was suggested that the Golf Club could help as they had a similar issue.

C/19/10/11 To consider fees for the Weatherby crossing
TCM advised that notification of the hearing had been received and the hearing would be held on 28th July 2020 at the Newmarket Football Club for four days. This would allow for the Solicitor fees to be budgeted for next year and the quote for costs would now be agreed and presented to Full Council.

C/19/10/12 Transport matters
Members were advised that there was still no public transport available on a Sunday, Bank Holidays and in the evenings to Cambridge, Bury St Edmunds and other surrounding areas. The subsidy by the Local Authority to Stagecoach had been removed and the routes were not viable. TCM was asked to contact other service providers to see if there were any other viable options.

Cllr Bowen joined the meeting.
C/19/10/13 Free defibrillator training
TCM advised that following the success of the training last year the Jockey Club Estates Heath Medics had offered free defibrillator training for the public on 10th April 2019 at 5:30pm in the Memorial Hall. The East Anglian Air Ambulance had also offered training and further enquiries would be made to see what they could provide.

A request was made for signs to show where the defibrillators were located and TCM would add the locations to the Town map.

C/19/10/14 Clock tower project – to consider public consultation
Members considered the option to conduct a public consultation and the Chairman advised that the quotes from two tenders only included the installation and that NTC would be responsible for ongoing maintenance. It was noted that this could be problematic given the current issues with the SLA. After further debate the following was agreed:

C/19/10/14.01 Recommendation
That the Clock Tower project be approved to commence next year and that additional funding be sought.

C/19/10/15 Public consultation on future projects
This item was not discussed.

C/19/10/16 To receive an update on the performance of the sla
TCM advised that the SLA was in two parts to cover the Cemetery and groundwork. The work at the Cemetery was going well but there had been issues with the groundwork and the grass not being cut regularly. West Suffolk had staffing issues at the beginning of the season and were trying to catch up. The costs for the SLA were being adjusted to account for when the grass was not cut but it needed to be micromanaged. A review of the contract was scheduled and the Chairman would be in attendance to look at what could be done better and to tighten management. District Cllrs agreed to contact West Suffolk regarding the SLA requirements.

C/19/10/17 To receive an update on the Christmas lights 2019
TCM advised that an update was not available and that there were no issues.

C/19/10/18 To consider arrangement for the 2019 Remembrance service
TCM advised that the Parade would start at 1:45 on Sunday 10th November and wreaths would be laid at the War Memorial. A Service would be held at Tattersalls at 2:45 and the arrangements would follow that of previous years. An informal Service will be held on Monday 11th November 2019 at the War Memorial.

C/19/10/19 Correspondence
Cllrs O’Neill and Yarrow declared an interest in the following item and did not vote.
a. Community Art Centre – the request to help seek funding of £3000 for a PA system for the Battle of the Bands competition was considered. It was noted that the NTC PA system needed to be upgraded and the following was agreed:

C/19/10/19.01 Resolved
That the NTC PA system be upgraded within a maximum budget of £3000.

Cllr O’Neill agreed to put together a specification of the requirements for the upgrade and to seek three quotes.

b. A Rural/Market Towns Group of the Rural Services Network – was noted.

C/19/10/20 Date of next meeting
Monday 11th November 2019 6:00pm at the Memorial Hall.

C/19/10/21 Items for next agenda
• Transport matters
• Street Lighting
• West Suffolk SLA

Meeting closed at 7:09pm

Signed ______________________________ Date ______________________