Full Town Council Minutes Signed 26-02-2024

Attendance:

Councillor P Winter (Town Mayor)

Councillor P Hulbert

Councillor M Anderson

Councillor J Jarvis

Councillor J Berry

Councillor R Jones

Councillor J Borda

Councillor E Kavanagh

Councillor A Drummond

Councillor J McHugh

Councillor J Harvey

Councillor R Nobbs

Councillor R Hood

Councillor K Yarrow

Also Present: C Whitaker – Town Clerk, J Ashton – Minute Assistant, 1 Member of the Press, 5 Representatives – Newmarket Brownies and 5 Members of the Public.

Minute

24/02/1 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.

24/02/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Clover, Crissall, Perry and Starkey.

24/02/3 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
None noted. There were no requests for Member’s dispensation.

24/02/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 12th February 2024 and any Matters Arising.
The Chairman presented the minutes of the extra-ordinary meeting of the Town Council held on 12th February 2024 and the following was agreed:

24/02/4.01 Resolved
That the minutes of the meeting held on 12th February 2024 be adopted and signed as a correct record by the Town Mayor.

There were no matters arising.

24/02/5 Public Open Session.

Cllr Jones joined the meeting.
The representatives from the Brownies gave a big thank you for the NTC grant in December 2023 which allowed them to attend the Nomad’s Pantomime.

A Brownie presented a card to the Mayor and the Mayor gave out individual awards for their achievements.

Cllr Berry joined the meeting.
The retail Manager from Open Door gave an update on the new community hub that they had opened up in Town and that they were also hopeful of keeping the main store open at Craven Way by way of setting up a new Community Interest Company (CIC) and talks are ongoing with West Suffolk Council. The community hub would be open to all, and young people would be especially welcomed.

The Mayor gave her thanks for the update and the retail Manager left the meeting.

Two members of the public left the meeting.
24/02/6 Police Report
A report was tabled from the CPT at the meeting, and it was noted that they were now styled as Forest Heath Police instead of Mildenhall Police which was welcomed.

24/02/7 Councillor Reports
Suffolk County Council (SCC) – Cllr Hood reported that the monthly newsletter had been sent out. Cllr Drummond reported that a fake university had been trying to attract fees from foreign students and has been closed down.

West Suffolk Council (WSC) – Cllr Jarvis gave thanks for the grant by WS Cllr Anderson to the Festival of Lights event which he attended and it was wonderful to see that the whole route was illuminated. There was more music at the Studlands Social Club and it was a celebration of diversity. He suggested that perhaps the lighting on the Yellow Brick Road could be permanent, making it safer for residents. He also encouraged people to use new reverse recycle vending machine points in the Guineas and Newmarket Leisure Centre.

Cllr Anderson added that the Festival of Light was a fantastic night and very well supported. He gave thanks to the organisers and volunteers.

Cllr Yarrow gave thanks to Louise Eatock from Newmarket Community Arts for organising the event and lantern workshops which were supported by an NTC grant.

A letter will be sent from NTC thanking the organisers.

Cllr Dicker – WSC joined the meeting.

Cllr Yarrow reported that he would be attending a meeting with Flagship to discuss regeneration plans for Icewell Hill and Churchill Court
District Cllrs had met with Cabinet and had covered a lot of issues including the market location, the closure of the WSC office and recycling centre, the dilapidated Rutland Hotel and Queensbury Lodge, the waiver of parking charges during shopping hours, a sports hub, no post-16 education and the Yellow Brick Road.

Ward – Cllr Nobbs reported that he had attended the AGM of the Newmarket Day Centre and he congratulated them on the ongoing good work.

Outside bodies – None noted.

The Mayor welcomed Cllr Dicker to the meeting and advised that he would speak with Members after the meeting.

24/02/8 Mayors Announcements
The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:

5th February 2024 – Attended an assembly at Fairstead School and planted a tree to mark Children’s Mental Health Week.

24/02/9 To Receive the Minutes and Consider and Approve any Recommendations from the Development & Planning Committee Meetings held on 5th February 2024 and 19th February 2024
The Chairman of the Development & Planning Committee presented the minutes and recommendations from the Development & Planning Committee meetings held on 5th & 19th February 2024. There were no recommendations.

24/02/10 To Receive the Minutes and Consider and Approve any Recommendations from the Leisure Services Committee Meeting held on 5th February 2024
The Chairman of the Leisure Services Committee presented the minutes and recommendations from the Leisure Services Committee meeting held on 5th February 2024.

24/02/10.01 Resolved (L/24/02/7.01 Recommendation)
That booking continues and logistics are arranged with the Jockey Club for set up and timings.

24/02/10.02 Resolved (L/24/02/7.02 Recommendation)
That the number of dates for car boot sales for 2024 be approved, with delegation of actual dates to Events Manager, Town Clerk and Chair of LS Committee.

24/02/10.03 Resolved (L/24/02/8.01 Recommendation)
That the restructured hire fees for Newmarket venues be published and set for 1st April 2024 to 31st March 2025, with special consideration for local groups and local charities as necessary and a strategy to monitor at future Committee meetings.

24/02/11 To Receive the Minutes and Consider and Approve any Recommendations from the Extra-Ordinary Human Resources Committee Meetings held on 5th February 2024
The Chairman of the Human Resources Committee presented the minutes and recommendations from the Extra-Ordinary Human Resources Committee meeting held on 5th February 2024.

24/02/11.01 Resolved (H/24/02/7.01 Recommendation)
That the delegated HR Panel be given boundaries for negotiations to avoid needing to call further extra-ordinary Committee meetings.

24/02/12 UKSPF
The recommendations from the F&P delegated representatives regarding the Shop Front Improvement Grant Scheme were considered and the following was agreed:

24/02/12.01 Resolved
That the recommendations from the F&P delegated representatives regarding the Shop Front Improvement Grant Scheme be approved.

The Town Clerk reported that the scheme had been very successful and that had resulted in a shortfall of funds. The BID has agreed to pay half of the shortfall of £2,270. NTC was requested to match it and the following was agreed:
24/02/12.02 Resolved

That NTC provide half of the shortfall of funds of £1,135 for the UKSPF scheme.

The Brownies gave thanks and left the meeting.

24/02/13 Meeting Schedule Update
The updated Meeting Schedule to the end of the current municipal year (May 2024) was presented and the following was agreed:

24/01/13.01 Resolved
That the Meeting Schedule to the end of the current municipal year (May 2024) and new start times of the Committee meetings be approved.
The draft Meeting Schedule for May 2024 – May 2025 was presented and noted.

24/02/14 Consultations
WSC Local Plan – The response to the WSC Local Plan Submission Consultation from the Neighbourhood Plan Writing Group had been received by councillors. An amended version from the WSC Local Plan Working Group was considered and discussed. The following was agreed:

24/02/14.01 Resolved
That the response to the WSC Local Plan Submission Consultation from the WSC Local Plan Working Group be approved and submitted.

Suffolk Wildlife Trust are asking for messages of support for their campaign to get developers to deliver more nature from new developments which they will share with WSC. It was felt that the proposed country park at Pinewood would fit well for this.

WSC Housing Strategy – The WSC Housing, Homelessness Reduction & Rough Sleeping Strategy – a response to the online consultation and survey was considered and discussed. The following was agreed:

24/02/14.02 Resolved
That a Consultation Working Group be set up comprising of Cllrs Borda, Drummond, Hood, Kavanagh, McHugh and Yarrow and that Delegated Powers be given to respond to the WSC Housing, Homelessness Reduction & Rough Sleeping Strategy consultation.

WSC Approach to Street Trading – A response to the West Suffolk Council’s approach to Street Trading online consultation and survey was considered. The following was agreed:

24/02/14.03 Resolved
That Delegated Powers be given to the Market Working Group to respond to the West Suffolk Council’s approach to Street Trading.

24/02/15 Correspondence
Cllr Hulbert declared an other interest in the following item

MARPA – A request for subscription was considered and an item will be added to the next Finance and Policy agenda.

SEND – A lobby request from a resident regarding SCC Send Service was received and noted.
Suffolk Records Closure – a response from a SCC Cllr regarding the proposed closure of the BSE Records Office and the arguments put forward from Dr R Wood were noted. This matter had been discussed at WS Full Council meeting, with council urging SCC to consider investigating other location options to be able to retain the records locally. It was noted that Dr R Wood would be joining the WSC Group that are looking into this issue.

24/02/16 Date of the next Meeting
Monday 25th March 2024 in the Memorial Hall.

24/02/17 Exclusion of the press & public
With the vote being unanimous, it was:

24/02/17.01 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.
Members of the press & public left the meeting.

A confidential staff matter was discussed and the following was agreed:

24/02/17.02 Resolved
A staff promotion was approved.

Meeting closed at 7.05pm

Signed: By the Chairman Date: Monday 26th February 2024

Resolution	Resolution Wording
24/02/10/.01 Resolved (L/24/02/7.01 Recommendation)	That booking continues and logistics are arranged with the Jockey Club for set up and timings.
24/02/10/.02 Resolved (L/24/02/7.02 Recommendation)	That the number of dates for car boot sales for 2024 be approved, with delegation of actual dates to Events Manager, Town Clerk and Chair of LS Committee.
24/02/10/.03 Resolved (L/24/02/8.01 Recommendation)	That the restructured hire fees for Newmarket venues be published and set for 1st April 2024 to 31st March 2025, with special consideration for local groups and local charities as necessary and a strategy to monitor at future Committee meetings.
24/02/11/.01 Resolved (H/24/02/7.01 Recommendation)	That the delegated HR Panel be given boundaries for negotiations to avoid needing to call further extra-ordinary Committee meetings.
24/02/12.01 Resolved	That the recommendations from the F&P delegated representatives regarding the Shop Front Improvement Grant Scheme be approved.
24/02/12.02 Resolved	That NTC provide half of the shortfall of funds of £1,135 for the UKSPF scheme.
24/01/13.01 Resolved	That the Meeting Schedule to the end of the current municipal year (May 2024) and new start times of the Committee meetings be approved.
24/02/14.01 Resolved	That subject to the amendments being made, that the response to the WSC Local Plan Submission Consultation from the Neighbourhood Plan WSC Local Plan Working Group be approved and submitted.
24/02/14.02 Resolved	That a Consultation Working Group be set up comprising of Cllrs Borda, Drummond, Hood, Kavanagh, McHugh and Yarrow and that Delegated Powers be given to respond to the WSC Housing, Homelessness Reduction & Rough Sleeping Strategy consultation.
24/02/14.03 Resolved	That Delegated Powers be given to the Market Working Group to respond to the West Suffolk Council’s approach to Street Trading.
24/02/17.02 Resolved	A staff promotion was approved.