Full Town Council Minutes Signed 25-04-2022

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

22/04/2              Apologies for Absence – LGA 1972, Section 85(1) & (2)

Apologies were received from Cllrs Berry and Clover.

22/04/3               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 O’Neill declared a non-pecuniary interest in item 13.  There were no member dispensation requests.

22/04/4               To Receive and Confirm the Minutes of the Town Council Meetings held on 28^th March 2022 and any Matters Arising.

The minutes of the meeting held on 28^th March 2022 were presented and the following was agreed:

22/04/4.01 Resolved

That the minutes of the meeting held on 28^th March 2022 be adopted and signed as a correct record by the Town Mayor.

 There were no matters arising.

22/04/5              Public Open Session

None noted.

22/04/6               Councillor Reports

Suffolk County Council (SCC) – Cllr Hood reported that the Suffolk Annual Report had been published and SCC had planted 100,000 trees last year and that 99 % of pupils had received preferred primary school places.

West Suffolk Council (WSC) – Cllr Soons had been working with Cllrs Anderson and Ferries at Studlands and Newmarket North.  The shop has agreed to put an extra bin outside the shop.  She had met with a Director from WSC who reported that Newmarket was the only town in Suffolk where the Civil Enforcement Officers had to go around in pairs due to intimidation.

Cllr Anderson reported that a bench had been vandalised again and that Cllr Drummond is helping with this in his role as a County Councillor.

Cllr Drummond reported that WSC had requested a public apology from Cllr O’Neill for the posts that he put on Facebook regarding Civil Enforcement Officers.  Related to agenda item 15.

Two members of the public joined meeting.

Ward – Cllr Ferries reported that Open Door had set up a pop-up shop in the Studlands Social Club and volunteers are being sought to run it.  A video, taken by a resident, was shown regarding the maintenance work taking place on the flyover on the A142 at 02:00am that went on for hours, keeping residents awake.  He had had not been able to get any information about this work

Photos of the A142 were presented showing the shoddy state of the road at the entrance to the town and that nothing had been done to rectify the damage caused by lorries.  Highways England are responsible for the roads and an item will be added to the Community & Leisure agenda to formulate a complaint.

Cllr Drummond advised that the road works were necessary to make emergency repairs to the bridge at the flyover.  It was noted that this work had now been completed.

Cllr Hulbert reported that he had met with Network Rail to discuss train times, frequency and connections with buses regarding the Cambridge to Ipswich transport facilities.  The issues raised were taken on board and that he would be kept informed of any developments.

Outside bodies – Cllr Borda, speaking as Chair of Churches Together in Newmarket and District, passed on thanks from attendees for the use of the Bill Tutte and loan of the PA system.  The event went well, after 2 years cancelled due to COVID, and people were very glad it was back.

22/04/7              Mayors Announcements

The Mayor reported that in addition to attending committee meetings, working groups and other meetings, his activities included the following:

29^th March – Visited Newmarket Academy to meet the new Headteacher.

22^nd April – Attended the tree planting at Eurofins in Depot Road to celebrate Earth Day.

26^th April – Interview with Radio Suffolk regarding the Clocktower.

He reminded Members of the Civic Reception to be held on 29^th April and to confirm attendance with the Admin Officer.

22/04/8              To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 4^th and 19^th April 2022

The Chairman of the D&P Committee presented the minutes and recommendations from the Development & Planning Committee meetings held on 4^th and 19^th April 2022.

22/04/8.01 Resolved (D/22/04/24.05 Recommendation)

The Committee objected on the following points:

•         That the plans regarding access to the site were unclear.

•       That the A142 is an important main road into Newmarket and is already congested. It is important that any new roads do not add to this.

•         That the cycle and pedestrian paths must be integral to the whole scheme.

22/04/9               To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 4^th April 2022

The Chairman of the Community and Leisure Services Committee presented the minutes and recommendations of the Community & Leisure Services Committee meeting held on 4^th April 2022.

22/04/9.01 Resolved (CL/22/04/8.01 Recommendation)

That the quote from Mead Construction to create a soil and spoil facility at the

Cemetery for £23,020 be approved.

22/04/9.02 Resolved (CL/22/04/8.02 Recommendation)

That the quote from Elveden Farms Ltd to provide 25m of Portuguese Laurel instant hedge for £3,599 and for Jockey Club Estates to plant them for £450 be

Approved.

Town Clerk reported that a further quote to supply and install a storage shed in the Memorial Garden had been received.  The quotes were re-considered and the following recommendation was changed as follows:

22/04/9.03 Resolved (CL/22/04/13.01 Recommendation)

That a metal shed be purchased and installed by Portable Spaces, Stowmarket for £5,100.

Town Clerk was asked to look at additional security for the shed.

22/04/9.04 Resolved (CL/22/04/13.02 Recommendation)

That the quote from Melcon Construction Ltd to landscape the area for the shed

for £6,480 be approved.

22/04/9.05 Resolved (CL/22/04/14.01 Recommendation)

That the quote from Melcon Construction Ltd to remove the existing kiosk and

install fencing for £940 be approved.

22/04/9.06 Resolved (CL/22/04/14.02 Recommendation)

That temporary mobile vans be used to provide refreshments in the Memorial

Garden until a new kiosk is purchased.

22/04/9.07 Resolved (CL/22/04/15.01 Recommendation)

That the quote to build 3 jumps suitable for advertising by BuildMark for £2,950 be approved.

22/04/9.08 Resolved (CL/22/04/18.01 Recommendation)

That the request from the Newmarket Joggers to use the Pavilion for the Heath Race free of charge on 5^th May 2022 be approved.

22/04/9.09 Resolved (CL/22/04/18.02 Recommendation)

That the request from Churches Together to use the Bill Tutte area on 15^th April 2022 be approved.

22/04/9.10 Resolved (CL/22/04/18.03 Recommendation)

That the request from Colourbox Montessori Nurseries to hire the Memorial Hall at the Community rate of £15 per hour be approved.

22/04/9.11 Resolved (***CL/22/04/18.04 Recommendation***)

That a security company be employed to lock up after late night parties and that the additional security costs be included in the price of the hire charge and that all bookings will finish by 1am, with clear-up by 2am.

22/04/10          To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 19^th April 2022

The Chairman of the Finance & Policy Committee presented the minutes and recommendations from the Finance & Policy Committee meetings held on 19^th April 2022.

22/04/10.01 Resolved (F/22/04/6.01 Recommendation)

That the ratification of the schedules of payments for the period 01/03/2022 – 31/03/2022 (Cash Book 1 – 4) be received and adopted.

22/04/10.02 Resolved (F/22/04/10.01 Recommendation)

That the request for a grant of £1,000 from the Rotary Local Community Awards to be held on 1st July 2022 be approved.

22/04/10.03 Resolved (F/22/04/10.02 Recommendation)

That the request for a grant of £250 from the Community Nature Reserve Group be approved.

22/04/10.04 Resolved (F/22/04/12.01 Recommendation)

That the revised Risk Management Schedule be received and adopted.

22/04/10.05 Resolved (F/22/04/14.01 Recommendation)

That the revised Committee Terms of Reference be received and adopted subject to the amended title of the Scrutiny Committee being changed to Performance & Audit Committee.

22/04/11          Budget 2021/2022

The report on the final outcome of the 2021/2022 budget was received and noted and the following transfers of surpluses to ear-marked reserves were made as follows:-

22/04/11.01 Resolved

·         Finance & Policy: £13,176 Budgeted Rolling Capital to boost the general reserve / £11,804 remaining surplus to elections EMR 326

·         Human Resources: £3,376 Surplus to Human Resources EMR 332

·         Community Services:  £30,000 to town generation EMR 313 (proposed clock tower jubilee refurbishment) / £16,294 remaining surplus to cemetery EMR 330 (ongoing flint walling)

·         Leisure Services:  £10,000 to Memorial gardens EMR 342 (Fencing) / £20,449 remaining surplus to play equipment EMR 311 (Small play area refurbishment project)

·         Neighbourhood Plan £6,000 surplus to town improvement EMR 331

22/04/12          Suffolk Constabulary

The monthly PCSO report was received and noted.

22/04/13         Meeting Schedule Review Proposal

The proposal to amend the meeting schedule from June 2022 for a trial period of 6 months was considered and the following was agreed:

22/04/13.01 Resolved

That the proposed amended meeting schedule be approved for a 6-month trial period commencing June 2022.

22/04/14         Committee Membership

It was noted that new Councillor, Susan Perry wishes to join the C&L and NNP Committees.

Cllr O’Neill declared a non-pecuniary interest in the following item

22/04/15         Lexington Link

The process for selecting an artist for the Lexington Link art project was questioned.

The Mayor took full responsibility and had hoped that Newmarket Community Arts would be able to provide a suitable artist.  However, time was running out and an artist relative of Cllr O’Neill was suggested.  A vote was taken 28^th February 2022 to select them which was carried and Lexington Link are delighted with the designs submitted.

22/04/16         Jubilee Torch Relay

Town Clerk reported that the rickshaw could take 2 people and that only one of the three nominees had confirmed availability.  The Mayor had agreed to take up the other space.

22/04/17          Civil Parking Enforcement

West Suffolk Council had requested that a statement of NTC support for the WSC Civil Enforcement be included in the minutes:

Statement from Newmarket Town Council.  Town Council Meeting 25^th April 2022.

“NEWMARKET TOWN COUNCIL fully supports and values the work of West Suffolk Council Civil Enforcement Officers in Newmarket and does not condone disrespectful of inflammatory actions and comments made against them in person and on social media whilst they go about their jobs”

(ENDS)

The statement will be submitted to West Suffolk Council.

22/04/18          Correspondence

An update on the plans for a Jubilee courtyard for Newmarket Hospital and the funds raised so far was given.  A request for donations was made and an item will be added to the F&P Committee agenda to consider.

22/04/19           Date of the next Meeting

Monday 23^rd May 2022 in the Memorial Hall and will be the Annual Meeting of the Council

22/04/20          Items for the next Agenda

None noted.

22/04/21          ***Exclusion of the Press & Public***

With the vote being unanimous, it was:

***22/04/21.01 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.

22/04/22         ***Market***

The WSC options for the new location of the market were considered and discussed.  It was noted that the scoring system was heavily weighted in favour of the Market Square without taking into account the loss of parking spaces and that no action had been taken to resolve the safety issues at the other locations.  The following was agreed:

***22/04/22.01 Resolved***

That Cllr Winter sets up a Working Group to report to the NNP Committee and that the NNP Committee be given delegated powers to submit a response to West Suffolk Council.

Meeting closed at 7:10pm

Signed: by the Chairman                       Date: 23rd May 2022

•      That the plans regarding access to the site were unclear.

•      That the A142 is an important main road into Newmarket and is already congested. It is important that any new roads do not add to this.

•      That the cycle and pedestrian paths must be integral to the whole scheme.

·      Human Resources: £3,376 surplus to Human Resources EMR 332

·      Community Services: £30,000 to Town Regeneration EMR 313 (proposed Clock Tower Jubilee refurbishment) / £16,294 remaining surplus to Cemetery EMR 330 (ongoing flint walling)

·         Leisure Services: £10,000 to Memorial Gardens EMR 342 (fencing) /

£20,449 remaining surplus to Play Equipment EMR 311 (small play area refurbishment project)

·      Neighbourhood Plan: £6,000 surplus to Town Improvement EMR 331