Full Town Council Minutes Signed 27-09-2021
Minutes of the Meeting of Newmarket Town Council
held on Monday 27th September 2021 at 6:15 pm at the Memorial Hall
Attendance:
Councillor M Jefferys (Town Mayor) Councillor D Hall
Councillor M Anderson Councillor J Harvey
Councillor A Appleby Councillor R Hood
Councillor J Borda Councillor P Hulbert
Councillor J Clover Councillor C O’Neill
Councillor L Crissall Councillor P Winter
Councillor A Drummond Councillor K Yarrow
Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, C Argyroudi, – Events Manager, J Ashton – Minute Assistant, R Hancock – SCC Housing Programme Manager, Michael Calder, Lead Planning Consultant for Phase 2 Planning, Joe Hall and Emilie Farrimond, Concertus, 1 Member of the Press and 2 Members of the Public.
Minute
Welcome
The Chairman opened the meeting and read out the Fire Safety Notice and confirmed that proceedings were being recorded.
Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Berry, De’Ath and Lay.
Declaration of Members Interests & to Remind Councillors of the Need to Keep up to Date Their Register of Member’s Interests and to Consider any Requests Received for Member’s Dispensation
Cllr Hall declared a non-pecuniary interest in item 11. There were no member dispensation requests.
To Receive and Confirm the Minutes of the Town Council Meetings held on 23rd August and 13th September 2021 and any Matters Arising.
The minutes of the meeting held on 23rd August 2021 were presented and the following amendment was made:
Page 1 – 21/08/4 – typo corrected to read Cllr Anderson.
Subject to the amendment being made, the following was agreed:
21/09/4.01 Resolved
That the minutes of the meeting held on 23rd August 2021 be adopted and signed as a correct record by the Town Mayor.
There were no matters arising.
The minutes of the meeting held on 13th September 2021 were presented and the following amendment was made,
Page 2 – as per Standing Orders abstentions are not recorded for a recorded vote and they were removed.
Subject to the amendment being made, the following was agreed:
21/09/4.02 Resolved
That the minutes of the meeting held on 13th September 2021 be adopted and signed as a correct record by the Town Mayor.
Matters arising
Page 2 – 21/09/04 – the financial arrangements for the Cricket Club to use the Pavilion were referred to the F&P Committee rather than the C&L Committee.
Presentation – R Hancock Housing Programme Manager – Suffolk County Council
R Hancock introduced three consultants who were working with SCC on the Development Brief.
Michael Calder, a consultant, presented the Emerging Development Brief for the old St Felix Middle School site which will be in 2 stages, with the first being a public consultation to be held in October 2021 for 6 weeks, before being submitted to West Suffolk Council, the Planning Authority for this development, for consideration and adoption by the end of the year. The second stage would be in 2022 when the planning applications would be placed. The brief includes building up to 50 houses, retaining the tennis courts and protecting open spaces, and the George Lambton Playing Fields for developing a sports hub depending on demand and future funding. The Development Brief will adhere to the West Suffolk Local Plan allocations policy.
NTC have always pushed for a sports hub and to combine St Felix School with the George Lambton Playing Fields and after further discussion, the following was agreed:
21/09/5.01 Resolved
That the Development Brief for the St Felix School site be referred to the D&P Committee.
The Mayor thanked the team for the presentation and they left the meeting.
Public Open Session
A member of the public spoke to item 11; stating that The Severals is a public open space, not a sports ground and that it is not the most suitable place in Newmarket to play cricket in the long-term. The George Lambton Fields may be more suited to cricket long-term and this may fit well with the previous presentation regarding plans for the St Felix site.
Suffolk Constabulary
The monthly PCSO report was received and noted.
Councillor Reports
SCC – The August Town and Parish Newsletter was noted.
West Suffolk Council (WSC) – A report from Councillor Drummond was noted regarding his portfolio change details at WSC and SCC.
Ward – There was nothing to report
Outside bodies – Cllr Borda attended the Newmarket InterFaith Forum annual event and Cllr Hall attended meetings with the BID Manager and Inspector Shipton.
Mayors Announcements
The Mayor reported that in addition to normal Committee meetings and Working Groups his activities included the following:
25th August – Interviewed on Radio Suffolk regarding the Covd-19 cases.
29th August – Radio interview with Derek Thompson regarding the Soapbox derby.
3rd September – Attended the High Sheriff of Cambridgeshire’s Garden Party.
7th September – Cut the ribbon at the reopening of Newmarket Library.
10th September – Attended the Autumn reception at RAF Lakenheath.
16th September – Bill Tutte Scholarship Awards.
19th September – Attended the Henry Cecil Open weekend and helped to judge the Racing Yards. This was a very impressive and well-run event.
20th September – Greeted the Princess Royal to the MAGPAS reception and the Jockey Club
24th September – Attended the Joan Mann Special Sports Day at RAF Mildenhall.
He highlighted the up-coming Community Bulb Planting on the Yellow Brick Road on 4th October.
To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 6th and 20th September 2021
The Chairman of the Development & Planning Committee presented the minutes and recommendations from the Development & Planning Committee meetings held on 6th and 20th September 2021.
D/21/09/10.01 Resolved (D/21/09/7.01 Recommendation)
The Committee requested an extension until the end of the month to allow for a site visit. The Committee welcomed the new facility and were pleased to support the new building, but requested that other sites be considered; in particular site C, and that the opinions of nearby residents should be seriously considered.
D/21/09/10.02 Resolved (D/21/09/8.03 Recommendation)
The Committee commented regarding the cumulative impact of development on and beyond Exning Road with regard to increased traffic and requested that this is considered as part of any Section 106 agreement to improve the infrastructure.
D/21/09/10.03 Resolved (D/21/09/32.01 Recommendation)
That a response to the consultation be sent regarding the insufficient bus services into Newmarket which is not regular and a total absence of a service on Sunday evenings.
To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 6th September 2021
The Chairman of the Community and Leisure Services Committee presented the minutes and recommendations of the Community & Leisure Services Committee meeting held on 6th September 2021.
21/09/11.01 Resolved (CL/21/09/7.01 Recommendation)
That 3 quotes be obtained to tender for the outside services SLA and a Working Group be set up consisting of the Town Clerk, Cllrs Winter, Jefferys, De’Ath, Hall and Crissall to negotiate a new SLA for April 2022.
21/09/11.02 Resolved (CL/21/09/8.01 Recommendation)
That NTC requests that the bodies responsible for the SLA in the Newmarket area do not use glyphosate-based products to control the weeds. That the SLA Working Group explores the practicalities of the alternatives and their effectiveness.
21/09/11.03 Resolved (CL/21/09/10.01 Recommendation)
That a trial of volunteer Councillors be used to clear weekend litter and conduct safety checks in the Memorial Gardens starting from 11th September for a period of 2 months.
21/09/11.04 Resolved (CL/21/09/10.02 Recommendation)
That the Chairman takes forward the proposal to offer exclusive use of the Memorial Hall Gardens for carers of special needs children and their siblings for two hours one morning per week.
21/09/11.05 Resolved (CL/21/09/10.03 Recommendation)
That a re-assessment of the small play area equipment and surfacing be carried out within the 2022-23 budget preparation.
21/09/11.06 Resolved (CL/21/09/11.01 Recommendation)
That a licence from SCC be obtained for £150 to move the street furniture and that the COVID-19 grant be used to install new cycle rings. That a plan and quotes be presented to the Community and Leisure Committee for approval. That the quote from Lister Decorators to paint the Memorial Hall windows for £2,285 be approved.
21/09/11.07 Resolved (CL/21/09/12.01 Recommendation)
That the request from Newmarket Community Arts to be given free use of the Pavilion for 16+ Samba and adult dance classes be approved; this for a maximum of one year, with a review after six months.
21/09/11.08 Resolved (CL/21/09/12.02 Recommendation)
That the request to use the Memorial Hall for lantern making workshops in November 2021 be approved.
21/09/11.09 Resolved (CL/21/09/12.03 Recommendation)
That NTC enters into discussions with Jockey Club Estates regarding the lease of a High Street premises for £1.00pa for Newmarket Community Arts to use as an Arts Centre.
21/09/11.10 Resolved (CL/21/09/13.01 Recommendation)
That quotes be sought to carry out the recommended refurbishment work at the Clock Tower.
21/09/11.11 Resolved (CL/21/09/13.02 Recommendation)
That a new Platinum Jubilee flower bed be created in the Memorial Gardens and that the hanging baskets and High Street planting be planted in the Queen’s racing colours of red, purple and yellow.
21/09/11.12 Resolved (CL/21/09/14.01 Recommendation)
That the Clock Tower Lighting system be upgraded and that further quotes be obtained.
21/09/11.13 Resolved (CL/21/09/16.01 Recommendation)
That a letter of thanks be sent to Jockey Club Estates for their support with the Soapbox Derby event.
21/09/10.14 Resolved (CL/21/09/16.02 Recommendation)
That the Summer Entertainment event for next year be rebranded to “Earth Arts Festival” and that the organisation and running of the event be assigned to Market Place and Newmarket Community Arts.
21/09/11.15 Resolved (CL/21/09/16.03 Recommendation)
That the Summer entertainment budget for 2022/23 be increased by £3,450 to cover production costs.
21/09/11.16 Resolved (CL/21/09/16.04 Recommendation)
That free yoga classes be added to the 2022 Event calendar and that 1 class per week be booked from May to the end of August 2022 with the Pavilion/Memorial Hall being used as a backup venue for inclement weather.
21/09/11.17 Resolved (CL/21/09/16.05 Recommendation)
That refreshments are not served following the Service at Tattersalls.
21/09/11.18 Resolved (CL/21/09/17.01 Recommendation)
That the request from Hughes Electrical to use the Bill Tutte Memorial be approved, with a condition that the surfacing be left undamaged.
21/09/11.19 Resolved (***CL/21/09/14.01 Recommendation***)
That the current agreement for opening and closing the Memorial Gardens be terminated and that the duties be covered by the Town Keeper/Abbey Security.
To Receive the Minutes and Consider any Recommendations from the Neighbourhood Plan Committee Meetings held on 13th September 2021
The Chairman of the Neighbourhood Plan Committee presented the minutes and recommendations from the Neighbourhood Plan Committee meeting held on 13th September 2021.
21/08/12.01 Resolved (N/21/09/7.01 Recommendation)
That NTC approve that the Working Group would create a plan to consult on whether a Community Land Trust would be beneficial to Newmarket and seek views from the community at large, with a view to encourage interested people to come together to setup a Community Land Trust. That the Working Group work with other organisations, such as Eastern Community Homes, to get advice and support on developing plans for a Community Land Trust.
21/08/12.02 Resolved (N/21/09/7.02 Recommendation)
That NTC becomes a member of the National Community Land Trust Network for £75 for the first year, and £150 per year thereafter.
To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 20th September 2021
The Chairman of the Finance & Policy Committee presented the minutes and recommendations from the Finance & Policy Committee meetings held on 20th September 2021.
21/09/13.01 Resolved (F/21/09/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/08/2021 – 31/08/2021 (Cash Book 1 – 4) be received and adopted.
21/09/13.02 Resolved ((F/21/09/09.01 Recommendation)
That the grant application from quote from Abbeycroft Leisure to support a Teen Chill project for £3,000 be approved.
21/09/13.03 Resolved ((F/21/09/11.01 Recommendation)
That Merrow Golden be instructed to represent NTC at the Network Rail Inquiry.
21/09/13.04 Resolved (F/21/09/12.01 Recommendation)
That the request from the Cricket Club to extend the agreement to use the Pavilion for the 2022 season, subject to amendments to the financial details under the Terms & Conditions and subject to full town council approval of the non-financial Terms & Conditions, be approved.
21/09/13.05 Resolved (F/21/09/12.02 Recommendation)
That the 2022/23 budget for Pavilion income make provision for the anticipated reduction with regard to the Cricket Club contract for the 2022 cricket season.
A member of the public joined the meeting
Cricket
A detailed report on the Cricket Club request to extend the agreement to use the Pavilion for the 2022 season was considered and the following was agreed:
21/09/14.01 Resolved
NTC looks forward to the Cricket Club’s continued use of the Severals and that a Working Group be set up consisting of the Town Clerk, Cllrs Jefferys, Drummond, Hall, Hood and Winter to finalise the contract for the use of the Pavilion and Severals, in consultation with the Town Council’s solicitors.
Newmarket Community Arts (NCA)
This item was withdrawn and not discussed.
Christmas Event
A report on proposals for the Christmas Event was presented and considered. The following was agreed:
21/09/16.01 Resolved
That NTC does not host a separate Christmas Event and uses the budget to support the Newmarket Community Arts Christmas Event on the Yellow Brick Road and other organisation’s events.
Council Meeting Location
A proposal to hold future meetings in the Council Chamber was considered and the following was agreed:
21/09/17.01 Resolved
That future Council meetings are held in the Council Chamber and be reviewed at each full Council meeting if necessary.
Notice of Conclusion of Audit
The External Audit report from PJK Littlejohn LLP was presented and the following was agreed:
21/09/18.01 Resolved
That The External Audit report from PJK Littlejohn LLP be received and approved.
Town Market
The Letter from West Suffolk Council informing that the Market would be moving back to Market Square temporarily from Tuesday 28th September 2021 due to safety reasons and that work would continue to find a suitable permanent location was noted.
Newmarket Vision would be taking this forward and the following was agreed:
21/09/19.01 Resolved
That the future permanent location for the market be referred to the NNP Committee to consider.
Correspondence
Highways England – A14 Junction Schemes were noted
Date of the next Meeting
Monday 25th October 2021 in the Memorial Hall.
Items for the next Agenda
High Street improvements – a discussion regarding empty shops.
Meeting closed at 7:12pm
Signed by the Chairman 25th October 2021