Full Town Council Minutes Signed 23-10-2023

Attendance:

Councillor P Winter (Town Mayor)

Councillor E Kavanagh

Councillor J Borda

Councillor J McHugh

Councillor J Harvey

Councillor R Nobbs

Councillor P Hulbert

Councillor S Perry

Councillor K Jones

Councillor A Starkey

Councillor K Yarrow

Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, J Ashton – Minute Assistant and 1 Member of the Press.

Minute

23/10/1 Welcome
The Chairman opened the meeting and read the fire safety notice and confirmed that proceedings were being recorded and asked if anyone else intended to record the meeting.

23/10/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Drummond, Hood and Jarvis. Cllrs Anderson, Berry, Clover and Crissall were absent.

23/10/3 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 Borda declared an interest in item 10 – Warm Spaces. There were no requests for Member’s dispensation.

23/10/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 25th September 2023 and any Matters Arising.
The Chairman presented the minutes of the meeting of the Town Council held on 25th September 2023 and the following was agreed:

23/10/4.01 Resolved
That the minutes of the meeting held on 25th September 2023 be adopted and signed as a correct record by the Town Mayor.

Matters arising:
Page 2 – 23/09/7 – Grass Cutting – it was reported that WSC are reviewing their ground maintenance service.

23/10/5 Public Open Session
No members of the public were present

23/10/6 Presentation – Headway Suffolk
Helen Fairweather – Headway Suffolk gave a virtual presentation on the rehabilitation services and support they provide to anyone over the age of 16 at the new satellite hub in Newmarket in the Injured Jockey Centre which opens on 11/12/23.

23/10/7 Councillor Reports
Suffolk County Council (SCC) – None noted.

West Suffolk Council (WSC) – Cllr Yarrow reported that on 3rd October he had met with the Family Communities Officer and visited the Racing Centre, Foley House (Islamic Centre) and Orbit Housing. 10th October attended a Housing Workshop with Cllr Perry.

Ward – Cllr Yarrow reported that the consultation for a SID with residents on Exning Road is ongoing.

Outside bodies – None noted.

23/10/8 Mayors Announcements
The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:

1st October 2023 – Attended the Suffolk Harvest Festival at St Edmundsbury Cathedral.

16th October- Attended the Licensing of the Revd Liam Beadle and Revd Cheryl Belding at St Martin’s Church, Exning.

19th October 2023 – Crocus planting on Birdcage Walk to commemorate the Rotary International attempt to eliminate Polio with children from Houldsworth Valley School.

A reminder was given to Members to respond to the invitation to attend the Remembrance Service from the Events Manager email events@newmarket.gov.uk

23/10/9 To Receive the Minutes and Consider any Recommendations from the Development & Planning Committee Meetings held on 2nd & 16th October 2023
Cllr Harvey presented the minutes and recommendations from the Development & Planning Committee meetings held on 2nd and 16th October 2023. There were no recommendations.

23/10/10 To Receive the Minutes and Consider any Recommendations from the Leisure Services Committee Meeting held on 2nd October 2023
The Chairman of the Leisure Services Committee presented the minutes and recommendations from the Leisure Services Committee meeting held on 2nd October 2023.

23/10/10.01 Resolved (L/23/10/8.01 Recommendation)
That the proposal for a 3-day Christmas programme of events on 9th, 16th and 21st December 2023 and related costs be approved and that delegated power be given to the Chairman, Vice Chairman and Events Manager to finalise and cost the activities.

23/10/10.02 Resolved (L/23/10/8.02 Recommendation)
That the arrangements for the D-Day 80 Beacon Item 9b Page 3 Book number 15 2023 -2024 Minutes of Leisure Services Committee held on Monday 2nd October 2023 event on 6th June 2024 to include the Town Crier Proclamation, entertainment, lighting the beacon by the Jockey Club and food stalls and related costs be approved.

23/10/10.03 Resolved (L/23/10/8.03 Recommendation)
That the following events be held in 2024: • Summer Entertainment – summer activities in the Memorial Gardens on the 1st, 3rd and 5th Thursdays for under 13s and the 2nd and 4th Thursdays for older children. • October half term – Halloween Scavenger Hunt in Memorial Gardens. • February half term – a pocket cinema in the Memorial Hall subject to costings, • Easter 2024 – two Easter craft activity workshops in Memorial Hall details to be confirmed. • Summer half term – activity workshops in Memorial Hall details to be confirmed.

23/10/10.04 Resolved (L/23/10/8.04 Recommendation)
That a single largescale event (e.g., Soap Box Derby or Carnival) is not held in 2024.

23/10/11 To Receive the Minutes and Consider any Recommendations from the Performance & Audit Committee Meeting held on 9th October 2023
The Chairman of the Performance & Audit Committee presented the minutes and recommendations from the Performance & Audit Committee meeting held on 9th October 2023. There were no recommendations.

23/10/12 To Receive the Minutes and Consider any Recommendations from the Human Resources Committee Meeting held on 16th October 2023
The Chairman of the Human Resources Committee presented the minutes and recommendations from the Human Resources Committee meeting held on 16th October 2023.

23/10/12.01 Resolved (H/23/10/6.01 Recommendation)
That the unoccupied staff position of Events Assistant be removed from the staffing budget. That the draft HR Committee Budget for 2024/2025 be approved.

Cllr Borda declared an interest in the following item
23/10/13 Warm Spaces Funding
A request for funding from All Saint’s Church to provide a warm space facility over the winter period was considered and the following was agreed:

23/10/13.01 Resolved
That the request from All Saint’s Church to provide a warm space facility over the winter period for £1,000 be approved.

23/10/14 Newmarket Railway Station
The findings of the public consultation have been submitted and the outcome is awaited.

23/10/15 Newmarket Market
An update following a meeting with WSC was given and NTC had confirmed their original decision for the Market to be located on the High Street and a response is awaited.

23/10/16 Weatherby Crossing Inquiry
Town Clerk reported that the deadline of 19th October had now passed, and Network Rail had not objected or given any further evidence to date. The outcome of the Inquiry is awaited.

23/10/17 Former St Felix Site
Cllr Perry reported that WSC had put the application out for re-consultation and NTC need to publicise it to encourage residents to respond. She is also trying to get consideration of a Sport Strategy for Newmarket started at WSC. Town Clerk reported that she had requested an extension to 17th November.

23/10/18 Environmental Working Group
A report of the first meeting held on 2nd October 2023 was presented and the following was agreed:

That all recommendations in the Environmental Working Group report dated 2nd October 2023 be approved; that the 2023 species to be adopted be the butterfly, that the species to be adopted in 2024 be the hedgehog, that the working group membership host an environmental webpage and an Environmental Policy be worked on.

23/10/19 WSC Initiative
A request for funding towards the installation of Reverse Vending Machines in Newmarket was discussed and considered. The following was agreed:

23/10/19.01 Resolved
That NTC does not contribute to the funding at this time due to on-going and increasing demands on our finances as Town and Parish Councils are having to consider taking on so many more services that previously would have been provided by others.

23/10/20 Meeting Dates
The dates for the Annual Meeting of the Council and Annual Meeting of the Town Parishioners were presented and the following was agreed:

23/10/20.01 Resolved
That the Annual Meeting of the Council be held on Monday 13th May 2024 at 6:15pm

The date for the Annual Meeting of the Town Parishioners is yet to be confirmed.

23/10/21 Christmas 2023 Office Closure
The office closure over the Christmas period and the discretionary days off were discussed and the following was agreed:

23/10/21.01 Resolved
That the office be closed over the Christmas period and that the three non-bank holidays between Christmas and New Year be allocated as discretionary days off at Council’s discretion for Christmas 2023. This matter will then be referred for further consideration going forward by the HR Committee in the New Year.

23/10/22 St Mary’s Square
The auction of the former McColls listed building was discussed and it was confirmed that the legal paperwork does state that it is a Grade II Listed Building in a Conservation Area.
The following was agreed:

23/10/21.01 Resolved
That that a letter be sent to the auctioneer to highlight that it is a Grade II Listed Building in a Conservation Area and that, as such, buyers must be aware of the implications of any planned renovations.

23/10/23 Correspondence
A letter of thanks for the NTC donation of £2,000 to the Newmarket Charitable Foundation was received and noted.

Suffolk Constabulary – poster warning for theft of number plates in the area was noted.

23/10/24 Date of the next Meeting
Monday 27th November 2023 in the Memorial Hall.

Meeting closed at 7:20pm

Signed: By the Chairman Date: Monday 23rd October 2023

Summary of Resolutions

Resolution	Resolution Wording
23/10/10.01 Resolved (L/23/10/8.01 Recommendation)	That the proposal for a 3-day Christmas programme of events on 9th, 16th and 21st December 2023 and related costs be approved and that delegated power be given to the Chairman, Vice Chairman and Events Manager to finalise and cost the activities.
23/10/10.02 Resolved (L/23/10/8.02 Recommendation)	That the arrangements for the D-Day 80 Beacon Item 9b Page 3 Book number 15 2023 -2024 Minutes of Leisure Services Committee held on Monday 2nd October 2023 event on 6th June 2024 to include the Town Crier Proclamation, entertainment, lighting the beacon by the Jockey Club and food stalls and related costs be approved.
23/10/10.03 Resolved (L/23/10/8.03 Recommendation)	That the following events be held in 2024: • Summer Entertainment – summer activities in the Memorial Gardens on the 1st, 3rd and 5th Thursdays for under 13s and the 2nd and 4th Thursdays for older children. • October half term – Halloween Scavenger Hunt in Memorial Gardens. • February half term – a pocket cinema in the Memorial Hall subject to costings, • Easter 2024 – two Easter craft activity workshops in Memorial Hall details to be confirmed. • Summer half term – activity workshops in Memorial Hall details to be confirmed.
23/10/10.04 Resolved (L/23/10/8.04 Recommendation)	That a single largescale event (e.g., Soap Box Derby or Carnival) is not held in 2024.
23/10/12.01 Resolved (H/23/10/6.01 Recommendation)	That the unoccupied staff position of Events Assistant be removed from the staffing budget. That the draft HR Committee Budget for 2024/2025 be approved.
23/10/13.01 Resolved	That the request from All Saint’s Church to provide a warm space facility over the winter period for £1,000 be approved.
23/10/17.01 Resolved	That all recommendations in the Environmental Working Group report dated 2nd October 2023 be approved; that the 2023 species to be adopted be the butterfly, and that the species to be adopted in 2024 be the hedgehog, that the working group membership host an environmental webpage and an Environmental Policy be worked on.
23/10/19.01 Resolved	That NTC does not contribute to the funding at this time due to on-going and increasing demands on our finances as Town and Parish Councils are having to consider taking on so many more services that previously would have been provided by others.
23/10/20.01 Resolved	That the Annual Meeting of the Council be held on Monday 13^th May 2024 at 6:15pm
23/10/21.01 Resolved	That the office be closed over the Christmas period and that the twothree of the non-bank holidays between Christmas and New Year be allocated as discretionary days off at Council’s discretion for Christmas 2023. This matter will then be referred for further consideration going forward by the HR Committee in the New Year.
23/10/21.01 Resolved	That that a letter be sent to the auctioneer to highlight that it is a Grade II Listed Building in a Conservation Area and that, as such, buyers must be aware of the implications of any planned renovations.