Full Town Council Minutes Signed 23-05-2022

The Chairman opened the meeting and read out the Fire Safety Notice and confirmed that proceedings were being recorded.

He gave thanks the staff for all of their hard work over the last 2 years and to fellow councillors for giving up so much of their time in public service.  Thanks were also given to Alison Hayes for her diligent attendance at all of our meetings.

22/05/2              Election of Town Mayor

Town Clerk advised that there was one nomination for the position of Town Mayor.

Cllr Jefferys nominated Cllr Winter, seconded by Cllr Yarrow.  There were no other nominations and a vote was taken, and the following was agreed:

22/05/2.01 Resolved

Cllr Winter was duly elected to serve as Town Mayor for Newmarket for 2022/23 and it was confirmed that the declaration of acceptance of office of the Town Mayor was signed.

A round of applause was given for the newly elected Mayor and she thanked the previous Mayor for his service to the Town and presented him with a plaque.  The Mayor took the chair and thanked Members for their support.

Cllr Drummond gave his personal thanks to the previous Mayor.

22/05/3              Election Of Deputy Town Mayor

The Mayor invited nominations for the position of Deputy Town Mayor.  Town Clerk advised that one nomination had been received.

Cllr Winter nominated Cllr Jefferys, seconded by Cllr Yarrow.  There were no other nominations and a vote was taken, and the following was agreed:

22/05/3.01 Resolved

Cllr Jefferys was duly elected to serve as Deputy Town Mayor for Newmarket for 2022/23 and it was confirmed that the declaration of acceptance of office of the Deputy Town Mayor was signed.

22/05/4              Apologies for Absence – LGA 1972, Section 85(1) & (2)

Apologies were received from Cllrs Clover, De’Ath, Lay and O’Neill.

22/05/5               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 Drummond declared a non-pecuniary interest for the Coach House item.  There were no requests for dispensations.

22/05/6               To Receive and Confirm the Minutes of the Town Council Meeting held on 25^th April 2022 and any Matters Arising.

The minutes of the virtual meeting held on 25^th April 2022 were presented and the following amendment was made,

Page 2 para 2 – was changed to read “Cllr Drummond was helping to resolve this in his role as a County Councillor”.

Subject to the amendment being made, the following was agreed:

22/05/6.01 Resolved

That the minutes of the virtual meeting held on 25^th April 2022 be adopted and signed as a correct record by the Town Mayor.

There were no matters arising.

22/05/7              Public Open Session

A member of the public reported that the grass at the George Lambton playing fields was only being cut every two weeks, however the boundary and entrance to the car park had not been cut.  He congratulated the Mayor on her election.

The Mayor agreed that the grass needed to be cut more regularly during this season and she would see what can be done to address the other areas by applying pressure to WSC.

22/05/8               Councillor Reports

SCC – Cllr Drummond reported that SCC had looked at the pluvial flood risk to Newmarket and all of the Brook would be cleared and balancing ponds would be installed to prevent further flooding.

West Suffolk Council (WSC) – Cllr Drummond reported that a recent briefing on Queensbury Lodge had identified that there were still issues with the application that needed to be resolved.  The WSC Licensing Policy had been issued and the results from the Taxi consultation will be submitted as a recommendation to the Cabinet.

Ward – Cllr Perry reported on the lack of toilet facilities at the station and signage to the nearest facilities.  The Mayor agreed to follow this up.

Cllr Yarrow reported that Flagship had sold more of their housing stock at auction, however there was no sign of them building any new stock.

Outside bodies – None noted.

22/05/9               Announcements

The previous Mayor’s announcements: –

26^th April – Jobs & Skills Fair – Memorial Hall

28^th April – Attended QIPCO Hall of Fame award at the NHRM

29^th April – Hosted Mayor’s Civic Event – NTC

8^th May – Attended Mayor of Haverhill’s Civic Service

13^th May – Greeted friends from Maison Laffitte & Mesnil Le Roi

13^th May – Attended Chair of West Suffolk Council’s Civic dinner

14^th May – Attended Twinning Association dinner at the Heath Court Hotel

22/05/10           To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 3^rd and 16^th May 2022

The Vice Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 3^rd and 16^th May 2022.  There were no recommendations.

22/05/11           To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 3^rd May 2022

The Chairman presented the minutes of the Community & Leisure Services Committee meeting held on 3^rd May 2022.

22/05/11.01 (CL/22/05/8.01 Recommendation)

That a Citroen e-Berlingo XL electric van be leased from CVC Finance.

22/05/11.02 (CL/22/05/8.02 Recommendation)

That a charging point be installed at the Pavilion.

22/05/11.03 Resolved (CL/22/05/9.01 Recommendation)

That NTC supports the July 2022 twinning event by organising a welcome reception at the Severals Pavilion including refreshments.

22/05/11.04 Resolved (CL/22/05/9.02 Recommendation)

That NTC makes a donation of £2,000 to support the visit.

22/05/11.05 Resolved (CL/22/05/10.01 Recommendation)

That the existing unchanged hire charges and Terms of Conditions be approved and adopted for 2022/2023.

22/05/11.06 Resolved (CL/22/05/12.01 Recommendation)

That the request to put on another student concert in the Memorial Gardens on Saturday 9th July be approved.

22/05/11.07 Resolved (***CL/22/05/16.01 Recommendation***)

That security personnel be employed for late bookings and that the additional security costs be included in the price of the hire charge.

22/05/11.08 Resolved (***CL/22/05/16.02 Recommendation***)

That the Town Clerk be given delegated powers to find a suitable solution for building security at the Memorial Hall.

22/05/12           To Receive the Minutes and Consider any Recommendations from the F&P Committee Meeting held on 16^th May 2022

The Vice Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 16^th May 2022.

22/05/12.01 Resolved (F/22/05/6.01 Recommendation)

That the ratification of the schedules of payments for the period 01/04/2022 – 30/04/2022 (Cash Book 1 – 4) be received and adopted.

22/05/12.02 Resolved ((F/22/05/10.01 Recommendation)

That subject to further amendments being made, the NTC Protection of Children and Vulnerable Adults Policy be received and approved.

22/05/12.03 Resolved (F/22/05/12.01 Recommendation)

That NTC commits to consider what actions it could take to help mitigate the effects of global warming by engaging in a programme of assessment, review and

reduction of its carbon footprint.

22/05/12.04 Resolved (F/22/05/12.02 Recommendation)

That the quote from Groundwork East be accepted and for them to work with Climate Change Working Group and to report back to Full Town Council with

recommendations.

22/05/13           To Receive the Minutes and Consider any Recommendations from the Neighbourhood Plan Committee Meeting held on 9^th May 2022

The Chairman of the Neighbourhood Plan Committee presented the report and recommendations from the Neighbourhood Plan Committee meeting held on 9^th May 2022.

22/05/13.01 Resolved (N/22/05/7.01 Recommendation)

That a meeting be arranged with Allied Mechanical for Cllrs Drummond and O’Neill to arrange to discuss the PROW for the Laureate School Road/Willie Snaith Road footpath and a creation agreement to enable reinstatement.

22/05/13.02 Resolved (N/22/05/7.04 Recommendation)

That the following online responses be submitted by NTC to WSC:

Q1. NTC thinks that it is inappropriate to build houses on a site that can be better used for sport facilities.

Q2. NTC is unsure if all opportunities for PROW, footpath & cycle network for the site have been explored; particularly to and from the area of the George Lambton playing field site.

Q3. NTC would re-state that it prefers that this site should be a community sports facility in totality, as referenced in the Town Council’s submission comments to the Local Plan Consultation in 2017 and the Newmarket Neighbourhood Plan (para 7.2) NTC believes that opportunities of meeting the housing needs on other available sites have not been explored (Pinewood Stud (JCE) and Hatchfield Farm and other sites in Newmarket).  NTC believes that there should be further opportunities for sourcing funding to develop all or any of the site for sports and recreation use.

Q4. NTC re-states that the whole site should be used for sporting and leisure facilities and believes that there has been inadequate consultation with Newmarket sports

clubs regarding their actual needs and the current lack of facilities.

Q5. NTC does not feel that there has been any consultation regarding a) the proposed housing on this site, as opposed to b) the need for Newmarket to have

sporting facilities on this site. This will not achieve the objectives of the brief because the design almost eliminates sports facilities from the St Felix site.

22/05/13.03 Resolved (N/22/05/8.01 Recommendation)

That the following response be submitted:

NTC approves and endorses the Jockey Club Estate plans as set out in the consultation ‘Let’s Play Our Part’ as: –

1. A cinema at the Subscription Rooms

2. A new park for Newmarket

3. A potential residential development

4. An all-weather training and race facility

5. Expansion of training facilities

22/05/13.04 Resolved (***N/22/05/11.01 Recommendation***)

That the following response be submitted to WSC, this committee having been given delegated authority to resolve the response by full council on 23/4/2022:

Contest to the site location of Newmarket market: summary options appraisal matrix

• ‘Capacity for future growth’ – the difference between the High Street and Market Square is skewed as the High Street has lay-bys on both sides (and was on

both sides in previous years).

• ‘Safety’ – the High Street is actually a better location in terms of impact for the town generally; therefore, the adverse safety issues should be properly addressed, thereby negating the difference in score which would make the two venue scores comparable. If infrastructure is necessary to make it safe, a costing should be provided to enable consideration of funding. TROs are already in place for the High Street location in the bays and there is current electricity supply. Is there a necessity for barriers to be erected along the entire length of the High Street bays when there are only a few bays occupied?

• The review needs to factor in that moving to the High Street would enable additional income from parking on the Market Square, which could offset the running costs; but in any case, these could be reduced by a more permanent and robust infrastructure in the High Street location.

• ‘Footfall’ – this should carry the highest weighting in the scoring system. Markets need footfall to flourish.

• The WSC appraisal document requires a proper business plan to support its findings.

General Comment and suggestions

• Location is not the main issue for Newmarket market

• Other more significant factors are reduced footfall,

which is fundamental to the success of the market, and diminishing number of traders

• Footfall reductions in Newmarket town centre has been affected by the loss of M&S and other shops which have closed

• Can some of the empty shops be utilised for ‘pop-up’ indoor market as an alternative?

• Newmarket requires more facilities as a draw for increased footfall: e.g., a cinema

• Free parking on market days from 8am to 2pm would encourage visitors

• The market needs to be enhanced to attract more traders to enable its growth

• The market needs to be a fully visible presence to succeed and prosper

• The location review needs to include ways to improve the above factors where possible so that the market is viable and attractive for existing and new traders

• The High Street is the preferred location of Newmarket Town Council

• Funding opportunities should be explored to improve infrastructure in the High Street e.g., Living with Covid funding.

22/05/13.05 Resolved (***N/22/05/11.02 Recommendation***)

That a face-face meeting be requested with WSC to further discuss the market.

22/05/13.06 Resolved (***N/22/05/12.01 Recommendation***)

That a Working Group be set up comprising of the Town Clerk, Cllrs Jefferys, Winter, O’Neill, Hall and Drummond to conduct further research and to arrange a

meeting with WSC to discuss the leasing of the Coach House.

22/05/14           To Receive the Minutes and Consider any Recommendations from the Human Resources Committee Meeting held on 19^th May 2022

The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 9^th May 2022.  There were no recommendations.

22/05/15          Committee Terms of Reference

The Terms of Reference and delegation arrangements for Committees were deferred to the June council meeting.

22/05/16          Committee Membership

The Town Clerk requested that nominations for Committee membership for June 2022 to May 2023 be sent to her for collation.

22/05/17          To Review Delegation arrangements to staff

The Town Clerk presented the delegation arrangements to staff and the following was agreed:

22/05/17.01 Resolved

That the delegation arrangements to staff be received and adopted.

22/05/18          Standing Orders and Financial Regulations

It was noted that the Standing Orders and Financial Regulations had been reviewed and adopted in November 2021.

Standing Orders – the membership of the Human Resources Committee had been updated and the following was agreed:

22/05/18.01 Resolved

That the revised Standing Orders be received and adopted regarding the Human Resources membership being in line with political proportionality.

22/05/19          Subscriptions to Other Bodies

The subscriptions to other bodies were noted.

22/05/20          To Confirm Town Councillor Representatives on Other Bodies and Arrangements for Reporting Back

The Representatives on Other Bodies for 2022/23 were considered and the following was agreed:

Cllr Hall joined the meeting  

22/05/20.01 Resolved

That Representatives on Other Bodies for 2022/23 be confirmed as follows

Discover Newmarket – Cllr Ferries

Forest Heath Parish Alliance – Deputy Mayor and Chairman of the F&P Committee

Forest Heath Parish Alliance – Sunnica Group – Cllr Hall

Love Newmarket BID – Cllr Ferries (to be confirmed)

MARPA – Cllrs Hall and Hulbert

Newmarket Community Network – Mayor and Deputy Mayor

Newmarket Rail Group – Cllr Hulbert

Newmarket Vision Steering Group – Mayor

PCSO & Suffolk Police & Crime Commissioner – Cllr Borda

Suffolk Association of Local Councils (SALC) – Deputy Mayor

Twinning Association – Lexington Link – Cllr O’Neill (to be confirmed)

Twinning Association – Maison Laffitte – Cllr O’Neill (to be confirmed)

West Suffolk Council Parish Town Forum – Cllr Hall

22/05/21          To Review Arrangements with other Local Authorities

The arrangements with other Local Authorities were noted.  The West Suffolk SLA for grounds maintenance and cemetery management was confirmed.  Town Clerk reported that she and Councillor Winter has monthly operational meetings and quarterly meetings for the Outside Services/Cemetery SLA contract review.  This is the last year of the current SLA and the services to be tendered for need to be considered for 2023/24.

22/05/22          To Review the Asset Register

The Asset Register was presented and noted.

22/05/23          To Confirm Arrangements for Insurance Cover in Respect of all Insurable Risks

The Zurich Insurance Policy was noted.

22/05/24          To Approve the Trial Dates and Times of Ordinary Councils Meetings for 2022/2023

The trial dates and times of the ordinary Council meetings for 2022/2023 were noted and will be reviewed in December 2022.

22/05/25          To Review Council’s Expenditure Incurred under the General Power of Competence

The expenditure incurred under the General Power of Competence during 2021/2022 was noted.  The General Power of Competence was still valid and would continue until May 2023.

22/05/26          LGA Code of Conduct

The new LGA Code of Conduct was considered and the following was agreed:

22/05/26.01 Resolved

That the LGA Code of Conduct 2020 be adopted.

22/05/27          Palace Street Coach House

The report from the Working Group was discussed and the following was agreed:

22/05/27.01 Resolved

That in principle, NTC considers the Coach House as a site for the Town Museum.

22/05/28          PCSO Monthly Report

The PCSO monthly report was received and noted.

22/05/29          High Street Regeneration

This item was not discussed due to councillor absence.

22/05/30          Consultation

The East Cambs Local Plan Single Issue Review was considered and the following was agreed:

22/05/30.01 Resolved

That a response to the East Cambs Local Plan Single Issue Review is not required.

22/05/31          Correspondence

Sunnica – an update on the Landscape Review and associated costs were noted.

The Mayor asked members to stand and a round of applause was given in support of the Queen in her Platinum Jubilee year and for her duty to the Nation.

22/05/32          Date of the next Meeting

Monday 27^th June 2022 in the Memorial Hall.

22/05/33          Exclusion of the Press & Public

With the vote being unanimous, it was:

22/05/33.01 Resolved

To resolve that under the Public Bodies (Admissions to Meetings) Act 1960, the public and press be excluded for the remainder of the meeting because of the likely disclosure of private and confidential information or staff matters.

The press and public left the meeting

Cllrs Drummond and Hood declared a non-pecuniary interest in the following item.

22/05/34           ***Palace Street Coach House***

A report from the Working Group for leasing the Coach House for a site for a Town Museum was considered and the following was agreed:

***22/05/34.01 Resolved***

That the Town Clerk sets up a working group to look at the financial implications in detail for leasing the Coach House and arranges a report to council and a response to WSC.

Meeting closed at 7:45pm

Signed: by the Chairman                        Date: 27th June 2022

reduction of its carbon footprint.

recommendations.

Q1. NTC thinks that it is inappropriate to build houses on a site that can be better used for sport facilities.

Q2. NTC is unsure if all opportunities for PROW, footpath & cycle network for the site have been explored; particularly to and from the area of the George Lambton playing field site.

Q3. NTC would re-state that it prefers that this site should be a community sports facility in totality, as referenced in the Town Council’s submission comments to the Local Plan Consultation in 2017 and the Newmarket Neighbourhood Plan (para 7.2) NTC believes that opportunities of meeting the housing needs on other available sites have not been explored (Pinewood Stud (JCE) and Hatchfield Farm and other sites in Newmarket).  NTC believes that there should be further opportunities for sourcing funding to develop all or any of the site for sports and recreation use.

Q4. NTC re-states that the whole site should be used for sporting and leisure facilities and believes that there has been inadequate consultation with Newmarket sports

clubs regarding their actual needs and the current lack of facilities.

Q5. NTC does not feel that there has been any consultation regarding a) the proposed housing on this site, as opposed to b) the need for Newmarket to have

sporting facilities on this site. This will not achieve the objectives of the brief because the design almost eliminates sports facilities from the St Felix site.

NTC approves and endorses the Jockey Club Estate plans as set out in the consultation ‘Let’s Play Our Part’ as: –

1. A cinema at the Subscription Rooms

2. A new park for Newmarket

3. A potential residential development

4. An all-weather training and race facility

5. Expansion of training facilities

·         Contest to the site location of Newmarket market: summary options appraisal matrix

·         ‘Capacity for future growth’ – the difference between the High Street and Market Square is skewed as the High Street has lay-bys on both sides (and was on both sides in previous years).

·         ‘Safety’ – the High Street is actually a better location in terms of impact for the town generally; therefore, the adverse safety issues should be properly addressed, thereby negating the difference in score which would make the two venue scores comparable. If infrastructure is necessary to make it safe, a costing should be provided to enable consideration of funding. TROs are already in place for the High Street location in the bays and there is current electricity supply. Is there a necessity for barriers to be erected along the entire length of the High Street bays when there are only a few bays occupied?

·         The review needs to factor in that moving to the High Street would enable additional income from parking on the Market Square, which could offset the running costs; but in any case, these could be reduced by a more permanent and robust infrastructure in the High Street location.

·         ‘Footfall’ – this should carry the highest weighting in the scoring system. Markets need footfall to flourish.

·         The WSC appraisal document requires a proper business plan to support its findings.

·         General Comment and suggestions

·         Location is not the main issue for Newmarket market

·         Other more significant factors are reduced footfall,

·         which is fundamental to the success of the market, and diminishing number of traders

·         Footfall reductions in Newmarket town centre has been affected by the loss of M&S and other shops which have closed

·         Can some of the empty shops be utilised for ‘pop-up’ indoor market as an alternative?

·         Newmarket requires more facilities as a draw for increased footfall: e.g., a cinema

·         Free parking on market days from 8am to 2pm would encourage visitors

·         The market needs to be enhanced to attract more traders to enable its growth

·         The market needs to be a fully visible presence to succeed and prosper

·         The location review needs to include ways to improve the above factors where possible so that the market is viable and attractive for existing and new traders

·         The High Street is the preferred location of Newmarket Town Council

·         Funding opportunities should be explored to improve infrastructure in the High Street e.g., Living with Covid funding.

Discover Newmarket – Cllr Ferries

Forest Heath Parish Alliance – Deputy Mayor and Chairman of the F&P Committee

Forest Heath Parish Alliance – Sunnica Group – Cllr Hall

Love Newmarket BID – Cllr Ferries (to be confirmed)

MARPA – Cllrs Hall and Hulbert

Newmarket Community Network – Mayor and Deputy Mayor

Newmarket Rail Group – Cllr Hulbert

Newmarket Vision Steering Group – Mayor

PCSO & Suffolk Police & Crime Commissioner – Cllr Borda

Suffolk Association of Local Councils (SALC) – Deputy Mayor

Twinning Association – Lexington Link – Cllr O’Neill (to be confirmed)

Twinning Association – Maison Laffitte – Cllr O’Neill (to be confirmed)

West Suffolk Council Parish Town Forum – Cllr Hall