Full Town Council Minutes Signed 27-03-2023
Attendance:
Councillor P Winter (Town Mayor)
Councillor J Harvey
Councillor M Anderson
Councillor R Hood
Councillor J Berry
Councillor P Hulbert
Councillor J Borda
Councillor M Jefferys
Councillor L Crissall
Councillor J Lay
Councillor A Drummond
Councillor C O’Neill
Councillor J Ferries
Councillor S Perry
Councillor K Yarrow
Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, J Ashton – Minute Assistant, M Axton – WSC, 1 Member of the Press and 19 Members of the Public.
Minute
23/03/1 Welcome
The Chairman opened the meeting and read the fire safety notice and confirmed that proceedings were being recorded.
23/03/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllr Clover. Cllrs De’Ath and Hall were absent.
23/03/3 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 member dispensation requests.
The Mayor advised that item 23 will now be considered in public and not in confidential.
23/03/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 27th February 2023 and any Matters Arising.
The minutes of the meeting held on 27th February 2023 were presented and following amendment was made:
Page 4 – 23/02/20 – Yellow Brick Road Working Group – was changed to add that two Councillors will now attend the Newmarket Community Network meetings.
Subject to the amendment being made, the following was agreed:
23/03/4.01 Resolved
That the minutes of the meeting held on 27th February 2023 be adopted and signed as a correct record by the Town Mayor.
Matters arising:
Cllr Ferries reported that the litter on the A142 had still not been cleared. Town Clerk reported that this issue had been passed between WSC and Suffolk Highways and was now back with WSC who have advised that additional costs will be incurred to remove the litter.
23/03/5 Public Open Session
A member of the public stated that they had reported an issue to WSC in December 2022 regarding driving and parking on green spaces at Studlands. The green is used for dog walkers and children and this is now a serious issue as the green is being damaged. WSC have agreed to replace the wooden posts that were removed but the concern is that they will just be taken out again and that an alternative and more robust solution is necessary.
Cllr Ferries reported that he was looking into TROs to protect all green spaces in Newmarket as a long-term solution. Verges at Studlands have already been damaged by parked lorries. A member of the public reported that there is nowhere for the lorries to park. Cllr Hood reported that SCC locality budgets might be used to contribute to the funding of the replacement bollards.
23/03/6 Presentation by WSC Officer – Studlands EV Charging Consultation
Cllr Berry joined the meeting
Matthew Axton gave a presentation on the results of the consultation and, due to the support for EV charging, WSC proposed to install 15 lamppost chargers across the 14 courtyard carparks. The carparks are owned by WSC, but the lampposts are owned by NTC. A request was made for NTC to allow the project to proceed and the following was agreed:
23/03/6.01 Resolved
That the request to install 15 EV chargers on lampposts owned by NTC on Studlands be approved for a trial period of a year.
23/03/7 Presentation by PCH Association – Planned Sports Hub
Mark Hatley (a resident) gave a presentation on a report regarding the current provision for sport in Newmarket and a proposal to support the NNP policy to use the St Felix site and George Lambton Playing Fields as a sports hub.
The demand for community sport is increasing with the new developments around town and the current provision is not sufficient. There is also a need for an artificial pitch and funding could be available from the Football Foundation.
He proposed that the Scaltback site could be used as an alternative sports hub location as it has an established sports site with a secure boundary.
Cllrs Jefferys was pleased that the NNP Policy for a sports hub had been mentioned and that this is an important feature of the plan. The NNP is currently being revised but NTC policy will continue to support using St Felix and George Lambton Playing Fields as the ideal location for a sports hub and not for housing to be added to the site.
The Mayor gave thanks for the report and 13 members of the public left the meeting.
23/03/8 Councillor Reports
Suffolk County Council (SCC) – Cllr Hood reported that the monthly newsletter had been sent out. Ukraine refugee host homes are still urgently needed.
Cllr Drummond reported that the newsletter had an article on the retro-fitting exterior cladding scheme to improve housing insulation to properties in Exning Road funded by the Government. He also reported that a proposal for 20-minute neighbourhoods, where residents can get everything they need within 20 minutes, is being proposed in some towns however restrictions are being applied where you can only visit other neighbourhoods by car for 100 days per year. NTC may be approached by a group opposing the scheme and information on this scheme will be circulated to members.
West Suffolk Council (WSC) – None noted.
Ward – Cllr Anderson reported thar the mud jumps (old BMX site) at Studlands had now been flattened
Cllr Ferries – reported that all of the litter had been cleared on the Studlands estate and efforts will be made for this to continue. The Residents Association are holding their AGM tomorrow evening. He had reported that there was a supermarket shopping trolley in the Brook to WSC and was told that it would take 14 days for it to be removed. He could not find any WSC response time information for dealing with such reports.
Cllr Yarrow – reported that he had a site meeting with Newmarket Community Nature Reserve. His requests to meet with the Flagship Investment Manager to discuss the availability of housing stock are now being ignored. He had been in touch with a resident regarding proposed Speed Indicator Device location.
Outside bodies – (InterFaith Forum) Cllr Borda reported that he had attended the Newmarket Taste of Ramadan event and the Justice Service at Bury St Edmunds.
23/03/9 Mayors Announcements
The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:
1st March 2023 – attended the opening of the Newmarket Hospital gardens
9th March – Attended the unveiling of the Belvoir Huntsman painting at the National Horseracing Museum
10th March – Attended the presentation at the British Racing School ‘The Regional Significance of Newmarket’s Horse Breeding and Racing Cluster’
26th March – Attended the Justice Service at Bury St Edmunds
The Deputy Mayor reported the following:
21st March 2023 attended a meeting with Stetchworth Parish Council regarding the revision of the NNP.
23/03/10 To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 6th & 20th March 2023
The Vice-Chairman of the Development & Planning Committee presented the minutes and recommendations from the Development & Planning Committee meeting held on 6th & 20th March 2023.
23/03/10.01 Resolved (D/23/03/14.01 Recommendation)
That Flagship be invited to attend a Full Council meeting.
23/03/10.02 Resolved (D/23/03/15.01 Recommendation)
That with the assistance of the SCC Ward Division Councillors, contact SCC to request a meeting and site visit.
23/03/10.03 Resolved (D/23/03/26.01 Recommendation)
The Committee supported the applications subject to the block of flats being restricted to three storeys.
23/03/10.04 Resolved (D/23/03/31.01 Recommendation)
That a letter be sent to WSC requesting them to take action to prevent parking on the green areas at Studlands and to draw attention to possible unlicensed houses of multiple occupation in the area.
23/03/11 To Receive the Minutes and Consider any Recommendations from the Leisure Services Committee Meeting held on 6th March 2023
The Chairman presented the minutes and recommendations of the Leisure Services Committee meeting held on 6th March 2023.
23/03/11.01 Resolved (C/23/03/10.01 Recommendation)
That NTC fund the Event Manager to attend the visit to Maisons-Laffitte in May 2023.
23/03/12 To Receive the Minutes and Consider any Recommendations from the Finance & Policy Committee Meeting held on 20th March 2023
The Chairman presented the minutes and recommendations of the Finance & Policy Committee meeting held on 20th March 2023.
23/03/12.01 Resolved (F/23/03/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/01/2023 – 28/02/2023 (Cash Book 1 – 4) be received and adopted.
23/03/12.02 Resolved (F/23/03/9.01 Recommendation)
That a budget of £5000 for consultancy fees be approved by NTC and that the request to delegate to the NNP Working Group to apply for funding where possible to facilitate the review process be approved.
23/03/12.03 Resolved (F/23/03/10.01 Recommendation)
That subject to further amendments, the revised Standing Orders be received and adopted.
23/03/12.04 Resolved (F/23/03/10.02 Recommendation)
That the revised Financial Regulations be received and adopted.
23/03/12.05 Resolved (F/23/03/10.03 Recommendation)
That the revised Financial Risk Scheme be received and adopted.
23/03/12.06 Resolved (F/23/03/10.04 Recommendation)
That the revised Scheme of Delegation to Officers be received and adopted.
23/03/12.07 Resolved (F/23/03/12.01 Recommendation)
That the onward engagement of Heelis & Lodge Ltd as the NTC Internal Auditors be approved.
23/03/12.08 Resolved (F/23/03/13.01 Recommendation)
That subject to further amendments to the arrangements for bank signatories, the review of Internal Control Statement and Systems be approved.
23/03/13 Memorial Hall
Town Clerk reported that installing a corridor in the office rather than the hall is now being considered and further proposals would be brought back in the coming months.
23/03/14 Suffolk Constabulary PCSO
The monthly PCSO report was received and noted.
23/03/15 Sale of Council Assets
A verbal request from the Cricket Club to purchase two items of machinery for preparation and maintenance of its new grounds was considered and the following was agreed:
23/03/15.01 Resolved
That the request from the Newmarket Cricket Club to purchase the pitch machinery at a cost of £2000.00+ VAT be approved; sold as seen – subject to official request being received.
23/03/16 Streetlighting
A report on NTC streetlighting assets was presented with energy/maintenance costs for the last two years and the estimated costs for 2023/2024. It was noted that the costs had continued to go up and the following was agreed:
23/03/16.01 Resolved
That a budget virement of £6699.00 from 4113/11 to 4045/220 from the current year budget and £4500.00 from 4114/101 to 405/220 from the 2023/2024 budget be approved.
It was noted that the work on a strategy for the streetlight upgrade to LED within the 2023/2024 financial year will continue.
23/03/17 Banking Arrangements
A report on the banking signatory arrangements outlining the risks of there being insufficient signatories after the 4th May 2023 election was considered and the following was agreed:
23/03/17.01 Resolved
That an upgrade of access to Unity Trust Bank for the Town Clerk and Deputy Town Clerk to input and approve payments be approved to allow them to approve payments as necessary in times of councillor signatory absence, to ensure continuation of business and salary payments as necessary.
Should this process be required, it would be reported to Council and fully scrutinised. Post Election May 2023, consultation with the new Mayor and Deputy Mayor would be carried out as needed.
23/03/18 Barclays Bank Newmarket
Notice of Barclays Bank closure on 9th June 2023 and alternative banking arrangements were noted. The Mayor and the Clerk had met with the Branch Manager and had pointed out the consequences of the decision to close which will affect the elderly with no access to online banking, the disabled and the racing community. The following was agreed:
23/03/18.01/ Resolved
That a response be sent to Barclays saying how disappointed NTC is with this decision to close and lack of communication to customers; insisting that alternative arrangements are in place and are fully accessible to all and include provision for private consultation space before the branch is closed. Delegated to the Mayor and the Clerk.
23/03/19 Flagship
It was noted that Flagship had responded to the DP Committee regarding the request to consider demolishing further garages to provide further parking area; they have no plans to demolish any further garages at Icewell Hill.
Flagship had asked for details of specific questions in response to the invitation to attend a meeting and a few possible questions were discussed such as:-
– Requesting year-by-year data for the last decade on housing provision
– Requesting figures on the available current housing stock in Newmarket
– Requesting a realistic indication of the future policy on housing provision
It was reported that WSC had also requested some of this information and Flagship had not responded. Cllr Yarrow has been unsuccessfully chasing information from the Investment Manager since September 2022. Data on housing need will be requested from WSC.
23/03/20 Studlands Grass Verge Parking
A proposal to apply for a TRO to prevent parking on the grass verges at Studlands and the process was discussed. It was noted that the land was owned by WSC and they should take action to protect them and implement a long-term solution.
Cllr Crissall left the meeting
23/03/21 Correspondence
None noted.
The Mayor proposed that the item in Confidential be brought forward and the following was agreed:
23.03/21.01 Resolved
That the item in Confidential be brought forward to the public part of the meeting.
23/03/22 Newmarket Market
Town Clerk advised that the meeting had gone over 2 hours and the following was agreed:
23/03/22.01 Resolved
That the meeting be continued.
A report on the initial feasibility study by WSC, with costs, to move the market back to the High Street was considered and the following was agreed:
23/03/22.02 Resolved
That a response is sent to WSC to request that the market is moved to the High Street using their current budget without any contribution from NTC. That it is moved promptly and that a letter is sent to the WSC CEO to inform them of the Town Council’s displeasure regarding the current situation.
23/03/23 Date of the next Meeting
Monday 24th April 2023 in the Memorial Hall
Meeting closed at 8:20pm
Signed: By the Chairman Date: Monday 27th March 2023
| Resolution | Resolution Wording |
| 23/03/6.01 Resolved | That the request to install 15 EV chargers on lampposts owned by NTC on Studlands be approved or a trial period o a year. |
| 23/03/10.01 Resolved (D/23/03/14.01 Recommendation) | That Flagship be invited to attend a Full Council meeting. |
| 23/03/10.02 Resolved (D/23/03/15.01 Recommendation) | That with the assistance of the SCC Ward Division Councillors, contact SCC to request a meeting and site visit. |
| 23/03/10.03 Resolved (D/23/03/26.01 Recommendation) | The Committee supported the applications subject to the block of flats being restricted to three storeys. |
| 23/03/10.04 Resolved (D/23/03/31.01 Recommendation) | That a letter be sent to WSC requesting them to take action to prevent parking on the green areas at Studlands and to draw attention to possible unlicensed houses of multiple occupation in the area. |
| 23/03/11.01 Resolved (L/23/03/10.01 Recommendation) | That NTC fund the Event Manager to attend the visit to Maisons-Laffitte in May 2023. |
| 23/03/12.01 Resolved (F/23/03/6.01 Recommendation) | That the ratification of the schedules of payments for the period 01/01/2023 – 28/02/2023 (Cash Book 1 – 4) be received and adopted. |
| 23/03/12.02 Resolved (F/23/03/9.01 Recommendation) | That a budget of £5000 for consultancy fees be approved by NTC and that the request to delegate to the NNP Working Group to apply for funding where possible to facilitate the review process be approved. |
| 23/03/12.03 Resolved (F/23/03/10.01 Recommendation) | That subject to further amendments, the revised Standing Orders be received and adopted. |
| 23/03/12.04 Resolved (F/23/03/10.02 Recommendation) | That the revised Financial Regulations be received and adopted. |
| 23/03/12.05 Resolved (F/23/03/10.03 Recommendation) | That the revised Financial Risk Scheme be received and adopted. |
| 23/03/12.06 Resolved (F/23/03/10.04 Recommendation) | That the revised Scheme of Delegation to Officers be received and adopted. |
| 23/03/12.07 Resolved (F/23/03/9.01 Recommendation) | That the onward engagement of Heelis & Lodge Ltd as the NTC Internal Auditors be approved. |
| 23/03/12.08 Resolved (F/23/03/9.01 Recommendation) | That subject to further amendments to the arrangements for bank signatories, the review of Internal Control Statement and Systems be approved. |
| 23/03/15.01 Resolved | That the request from the Newmarket Cricket Club to purchase the pitch machinery at a cost of £2000.00 + VAT be approved; sold as seen – subject to official request being received. |
| 23/03/16.01 Resolved | That a budget virement of £6699.00 from 4113/11 to 4045/220 from the current year budget and £4500.00 from 4114/101 to 405/220 from the 2023/2024 budget be approved. |
| 23/03/17.01 Resolved | That an upgrade of access to Unity Trust Bank for the Town Clerk and Deputy Town Clerk to input and approve payments be approved to allow them to approve payments as necessary in times of councillor signatory absence, to ensure continuation of business and salary payments as necessary. |
| 23/03/18.01 Resolved | That a response be sent to Barclays saying how disappointed NTC is with this decision to close and lack of communications to customers. To insisting that alternative arrangements are in place and are fully accessible to all and include provision for private consultation space before the branch is closed. Delegated to the Mayor and the Clerk. |
| 23/03/22.02 Resolved | That a response is sent to WSC to request that the market is moved to the High Street using their current budget without any contribution from NTC. That it moved promptly and that a letter is sent to the WSC CEO to inform them of the Town Council’s displeasure regarding the current situation. |