Full Town Council Minutes Signed 28-03-2022

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

22/03/2              Apologies for Absence – LGA 1972, Section 85(1) & (2)

Apologies were received from Cllrs De’Ath, Crissall, Ferries &Yarrow.

22/03/3               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.

22/03/4               To Receive and Confirm the Minutes of the Town Council Meetings held on 28^th February 2022 and any Matters Arising.

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

22/03/4.01 Resolved

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

There were no matters arising.

22/03/5              Public Open Session

None noted.

22/03/6               Councillor Reports

Suffolk County Council (SCC) – There was nothing to report.

West Suffolk Council (WSC) – Cllr Soons reported that there were litter issues at the shop in Studlands and although residents were using the bin at the car park, the shop should be asked to provide a bin outside of their property.  This issue will be referred to West Suffolk Council.

Cllr Lay reported that he had visited Newmarket Hospital and noted that the courtyard was in a poor state.  He had met with management who confirmed that there were no funds to make improvements.  He then met with Wish Charity and they had plans for a Jubilee Garden which it was hoped would be opened by the Queen on her next visit.  £10,000 had been raised so far and a further £15,000 was being sought.  The gardens will be a big benefit for staff, visitors and patients

Cllr Hood joined the meeting

Ward – Cllr Yarrow had provided a written report:

18/03/22: attended a lighting workshop outside St David’s Icewell Hill Flats with Councillor Anderson and members of the public.  Presentation by Lighting Workshop, who were proposing lighting changes to the Icewell Hill estate.  A summary is awaited from Flagship.

21/03/22: Conversation with Callum James, regeneration Project Manager for Flagship. Around 28/03/22 they are demolishing some 20 garages adjacent to St David’s; this is a consequence of consultation with residents.  Concerns about what replaces these garages.  Conversations around parking places and of green spaces. Consultation will take place with residents.  No time line given.

Cllr Hulbert reported that he had attended an exhibition at the Scout hut along with his guide dog Oliver and the Scouts showed a real interest in the abilities of the dog.

Outside bodies – There was nothing to report.

22/03/7              Mayors Announcements

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

1^st March  – Spoke at the Rotary Lunch

9^th March – Visited the Love Newmarket Business Exhibition at the Bedford Lodge Hotel

28^th March – Attended the Jockey Club’s Let’s Play Our Part exhibition in the Memorial Hall.

The Mayor proposed that item 9 be brought forward and the following was agreed:

22/03/7.01 Resolved

That item 9 Suffolk Constabulary be brought forward.

22/03/8              Suffolk Constabulary

The monthly PCSO report was received and noted.

Inspector Lyon introduced himself and gave an update on recent activities.  Current priorities include ASB, County Lines, modern slavery and people trafficking.

It was noted that when residents phone Newmarket Police the call was answered by Mildenhall Police.  Inspector Lyon advised that the calls should be answered by Newmarket Police and he would look into this.

The Safer Neighbourhood website would be updated in April.

A member of public joined the meeting.  Cllr Soons and the Police left the meeting.

22/03/9              To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 7^th and 21^st March 2022

The Chairman of the D&P Committee presented the minutes and recommendations from the Development & Planning Committee meetings held on 7^th and 21^st March 2022.

22/03/9.01 Resolved (D/22/03/4.02 Recommendation)

The Committee voiced no objections.

22/03/10           To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 7^th March 2022

The Chairman of the Community and Leisure Services Committee presented the minutes and recommendations of the Community & Leisure Services Committee meeting held on 7^th March 2022.

22/03/10.01 Resolved (CL/22/03/8.01 Recommendation)

That the quote from Mead Construction to remove the shed, break up the concrete base and lay topsoil ready for planting at a cost of £1,300 be approved.

22/03/10.02 Resolved (CL/22/03/9.01 Recommendation)

That the quote from Hayden’s Arboricultural Consultants to carry out a survey of NTC trees at a cost of £1982.50+VAT be approved.

22/03/10.03 Resolved (CL/22/03/10.01 Recommendation)

That the quote from Harris Steel to install fencing in the memorial Gardens for a cost of £10622.80+VAT be approved.

22/03/10.04 Resolved (CL/22/03/11.01 Recommendation)

That nominations to represent Newmarket for the Newmarket leg of the torch relay on 14th May 2022 be sought via an article in the Journal.

22/03/10.05 Resolved (CL/22/03/12.01 Recommendation)

That free Yoga classes are provided in the Memorial Gardens during the summer for a total cost of £750.

Cllr Berry joined the meeting.

22/03/11          To Receive the Minutes and Consider any Recommendations from the Neighbourhood Plan Committee Meetings held on 14^th March 2022

The Mayor presented the minutes and recommendations from the Neighbourhood Plan Committee meetings held on 14^th March 2022.

This recommendation was amended as follows:

22/03/11.01 Resolved (N/22/03/8.01 Recommendation)

That the publication of the WSC Overview and Scrutiny Committee Market Review will be awaited, with a request for Newmarket Town Council to be consulted on any decisions.

22/03/11.02 Resolved (N/22/03/9.01 Recommendation)

That Swifts are adopted as the species for 2022/2023 and that the Climate Change Working Group recommends the next 2 year’s species to adopt and to regularly report back to the NNP Committee.

22/03/11.03 Resolved (N/22/03/11.01 Recommendation)

That NTC supports the group’s endeavours to defend the area.  The matters of NTC membership of the group and donation will be deferred to the Finance and Policy

Committee for consideration.

22/03/11.02 Resolved (N/22/03/12.01 Recommendation)

That the Health and Well-Being Working Group will meet with a view to discussing a calendar of 12-18 months of achievable activities and a program of work.

22/03/12          To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 21^tt March 2022

The Chairman of the Finance & Policy Committee presented the minutes and recommendations from the Finance & Policy Committee meetings held on 21^st March 2022.

22/03/12.01 Resolved (F/22/03/6.01 Recommendation)

That the ratification of the schedules of payments for the period 01/02/2021 – 28/02/2021 (Cash Book 1 – 4) be received and adopted.

22/03/12.02 Resolved (F/22/03/9.01 Recommendation)

To continue with the budgeted amount of £3,000 in a support grant to West Suffolk CAB in 2022/23 and to review in September with inflation being a consideration if further funding is available.

22/03/12.03 Resolved (F/22/03/10.01 Recommendation)

That the request for a grant of £500 for Newmarket First Responders be approved.

22/03/12.04 Resolved (F/22/03/15.01 Recommendation)

That the Risk Management Schedule be reviewed by Cllrs Hall and Harvey and the Town Clerk and presented to the Finance and Policy Committee.

22/03/12.05 Resolved (F/22/03/17.01 Recommendation)

That a sum of £3,000 be agreed in principle; contingent on appropriate checks being made by the Responsible Finance Officer.

22/03/13         Jubilee torch Relay

To be discussed under Confidential.

22/03/14          Discover Newmarket

The Stakeholder report 2021 was received and noted.

22/03/15          BID Business Awards

To be discussed under Confidential.

22/03/16          High Street Lamp-post Banners

A request from the Jockey Club regarding further banners at the Queen’s Statue for the Queen’s Jubilee period was considered and the Town Clerk reported that she was working on the additional work that was required to ensure safety and the following was agreed:

22/03/16.01 Resolved

That the request from the Jockey Club regarding High Street banners for the Queen’s Jubilee period be approved, dependent on the correct safety and licencing permissions being in place.

22/03/17          Marketing

Consultancy – a proposal for marketing consultancy services to promote the council, its services and events for a three-month trial period project was considered and the following was agreed:

22/03/17.01 Resolved

That Acacia Marketing be appointed on a three-month trial period project at £375 per month initially; following that to review and consider engaging on an ad-hoc as-necessary basis.

Market Stall – a proposal for a 4/6-weekly Town Council presence at Newmarket Market was considered and the following was agreed:

22/03/17.02 Resolved

That the proposal for a free 4-6-weekly Town Council presence, staffed by Councillors at Newmarket Market be approved in principle.

22/03/18          The Women’s Tour

It was noted that there was a lot involved in hosting the finish of the second stage of the 2022 Women’s Tour on 7th June 2022 and that the Town Council does not have a budget to support this.  Further enquiries be made at West Suffolk.

22/03/19          Correspondence

Jockey Club – the dates of the Let’s Play Our Part exhibition to be held in the Memorial Hall 28^th – 30^th March were noted and that feedback is due by 22/4/2022.

BID report – was noted.

22/03/20           Date of the next Meeting

Monday 25^th April 2022 in the Memorial Hall.

22/03/21          Items for the next Agenda

·         Jockey Club – Lets Play our Part Exhibition.

22/03/22          ***Exclusion of the Press & Public***

With the vote being unanimous, it was:

***22/03/22.01 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.

22/03/23         ***Jubilee Torch Relay***

Three nominations for the torch bearer for the Newmarket section of the relay were considered and votes were taken.  The following was agreed:

***22/03/23.01 Resolved***

That enquiries be made to nominate all three, if this is not possible, that Jun Thompson be nominated to be the torch bearer for the Newmarket section of the relay.

22/03/24          ***BID Business Awards***

Nominations for the BID Business Awards were proposed and the following was agreed:

**22/03/24.01 Resolved***

That the following be nominated for a BID Business Award: John Morrey, Busy Bee, The Rocking Rabbit, The Pantry, Amy Starkey and Open Door.

Additional information to support the nominations would be provided by Councillors.

Meeting closed at 7:15pm

Signed by the Chairman                          Date 25th April 2022

Committee for consideration.