Extraordinary Town Council Minutes (Signed) 02-11-2018

Minutes of the Extraordinary Meeting of the Newmarket Town Council held on Friday 2nd November 2018 at 6.00 pm at the Memorial Hall, High Street, Newmarket, Suffolk, CB8 8JP

Attendance:
Councillor J Lay (Deputy Town Mayor)                                       Councillor P Hulbert
Councillor A Drummond                                                                 Councillor M Jefferys
Councillor W Hirst                                                                            Councillor R Nobbs
Councillor D Hudson                                                                         Councillor A Starkey
Councillor P Winter

Also Present: Roberta Bennet – TCM, Cathy Whitaker – RFO, – Julie Ashton – Minute Assistant, 1 Member of the Press and 2 Members of the Public.

18/11/1 Fire safety briefing and announcement that proceedings may be filmed or recorded
The Deputy Mayor opened the meeting and the Fire Safety Briefing was read out and the announcement that proceedings may be filmed or recorded.

18/11/2 Apologies for absence – LGA  1972, Section 85(1) & (2)
Apologies were received from Cllrs Berry, Hood, Morrey and O’Neill. Cllrs Anderson, Appleby, Wadham and Wright were absent.

18/11/3 Declaration of members interests and to remind councillors of the need to keep up to date their register of members interests and to remind councillors of the need to keep up to date their register of members interests and to consider any request received for members dispensation
None noted.

18/11/4 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 relating to the town to be brought to their attention
None noted. There were no members of the public present.

18/11/5 TO RECEIVE AN UPDATE ON THE MEMORIAL GARDENS MASTERPLAN PROJECT
A presentation was given on the Memorial Gardens Masterplan Project which included the aims, theme, timescales and funding streams. The project would deliver new play equipment and landscaping to transform the Gardens.

18/11/6 To receive the final budget for the Memorial O RECEIVE THE FINAL BUDGET FOR THE MEMORIAL

Minutes of the Extraordinary Town Council Meeting held on Friday 2nd November 2018

Masterplan project 
Members were advised that the project team had looked at a number of suppliers and had done considerable work to ensure that best value for the highest quality was achieved. The completion date would be Easter 2019 and an opening event would be held. Funding had come from a number of sources and work would continue to secure more funding where possible. The following recommendation from the project team was agreed:
18/11/6.01 Resolved
That the budget for the Memorial Gardens Masterplan Project be approved for a cost of £465,000.

18/11/7 To appoint a contractor for the Memorial Gardens masterplan project
Members were advised that the tender process had been managed with expert advice and support from FHDC and all tenders were scored and weighted appropriately with one contractor scoring consistently higher. The following recommendation from the project team was agreed:
18/11/7.01 Resolved
That Pro-scape be appointed as the contractor for the Memorial Gardens Masterplan Project subject to planning permission being granted and project completion Easter 2019.
The Chairman thanked the project team for their work on the project so far and wished them every success with the delivery of the project.

Meeting closed at 6:43pm

Signed : __________________ Date :