Full Town Council Minutes (Signed) 23-11-2020
Minutes of the Meeting of Newmarket Town Council
held on Monday 23rd November 2020 at 6:00 pm via Zoom
Attendance:
Councillor M Jefferys (Town Mayor)
Councillor Y Fitzgerald
Councillor M Anderson
Councillor R Hood
Councillor Appleby
Councillor P Hulbert
Councillor J Borda
Councillor T Kerby
Councillor O Bowen
Councillor J Lay
Councillor J De’Ath
Councillor C O’Neill
Councillor A Drummond
Councillor K Yarrow
Also Present: D Baines – Town Clerk, C Whitaker – RFO, Cllrs R Nobbs and K Soons – West Suffolk Council, A Sharp – East Cambridgeshire District Council, J Ashton – Minute Assistant, Sgt Benton – Suffolk Police, P Winter, 1 Member of the Press and 5 Members of the Public.
Minute
| 20/11/1 Welcome
The Mayor opened the meeting and announced that the meeting was being recorded and asked if anyone else intended to record the meeting. There were no requests.
20/11/2 Apologies For Absence – LGA 1972, Section 85(1) & (2) None noted.
20/11/3 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.
20/11/4 To Receive And Confirm The Minutes Of The Town Council Meeting Held On 26th October 2020 And Any Matters Arising. The minutes of the last virtual meeting held on 26th October 2020 were presented and the following was agreed:
20/11/4.01 Resolved That the minutes of the last virtual meeting held on 26th October 2020 be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
There were no matters arising.
20/11/5 Public Open Session Sgt Benton Suffolk Police – Spoke to item 20/11/12.01 (F/20/11/6.01 Recommendation) and gave a summary of the work of the PCSO and the benefits that they bring to Newmarket. He asked the Council to reconsider the recommendation to terminate the PCSO contract.
Resident, Ian Young raised issues regarding councillor attendance at the Remembrance Day Service in respect of Covid-19 safety rules and a potential breach of GDPR requirements.
The Mayor advised that he had written to Cllrs regarding attendance at the Remembrance Day Service
20/11/6 Councillor Reports Suffolk County Council (SCC) – Councillor Hood confirmed that the SCC October Newsletter had been submitted for circulation and highlighted that work on the Sizewell C was progressing satisfactorily.
West Suffolk Council (WSC) – Cllr Soons asked Sgt Benton if he expected crime to increase if the PCSO was removed. Sgt Benton advised that this with one less police resource, crimes such as anti-social behaviour could increase.
Cllr Drummond advised that the WSC district news report had been circulated.
Cllr Lay advised that he had met with the Leader of West Suffolk Council to discuss Newmarket issues such as the train station, George Lambton playing fields and the old swimming pool, to ask that the District Council increase levels of support for these facilities.
Cllr Soons asked whether there had been any progress regarding a proposed allotment site at Studlands and offered her support on this issue. Cllr Anderson confirmed that the old disused cycle park which is owned by West Suffolk Council had been identified as a suitable site. He would welcome support from Newmarket Town Council (NTC); the Mayor agreed to make a site visit and help identify ways of moving the project forward.
Ward – Cllr Lay advised that a complaint regarding safety issues at the Lady Wolverton play area had been investigated; it was found there were no issues to be addressed.
Cllr Drummond advised that cars had been parking on the grass verge at St Mary’s Square again and that SCC were considering installing bollards as a preventative measure. It was agreed that this matter be referred to the next Community & Leisure Services committee meeting.
Cllr Yarrow noted that cars were seen to be parking on the verge adjacent to the entrance of the Lady Wolverton play area rather than using the nearby carpark. A further cause for concern was the use of glyphosate at this location, given that it was a children’s play area.
20/11/7 Announcements The Mayor advised that his activities remained low but he had attended the following: 8th November – laid a wreath on behalf of the Town Council, at the Remembrance Day Service 11th November – participated in the recording of the Christmas lights switch on which was shown on social media on 20th November.
20/11/8 To Receive The Minutes And Consider Any Recommendations From The D&P Committee Meetings Held On 2nd And 16th November 2020 The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 2nd and 16th November 2020.
20/11/8.01 Resolved (D/20/11/25.01 Recommendation) The Committee re-asserted its support for the development brief for the site as presented to full Council 15th June 2020.
20/11/9 To Receive The Minutes And Consider Any Recommendations From The Community & Leisure Services Committee Meeting Held On 2nd November 2020 The Mayor presented the minutes of the Community & Leisure Services Committee presented the report and recommendations from the Community & Leisure Services Committee meeting held on 2nd November 2020.
20/11/9.01 Resolved (CL/20/11/7.01 Recommendation) That the Mayor and RFO look at the draft budget again and try to reduce the increase and report findings at the next meeting.
20/11/9.02 Resolved (CL/20/11/8.01 Recommendation That a Working Group be set up comprising of Cllrs Borda, Jefferys, O’Neill and Phillipa Winter with a remit of reviewing the hire charges for Newmarket venues, review the terms and conditions and present recommendations at the next meeting.
20/11/9.03 Resolved (CL/20/11/9.01 Recommendation) That the quote from Suffolk Gate Automation to install a solar powered automated gate at the Cemetery for £4687+VAT with a fob system and 20 fobs £634+VAT and a free exit loop for cars £432+VAT be accepted.
20/11/9.04 Resolved (CL/20/11/9.01 Recommendation) That the West Suffolk report on managing unauthorised memorabilia items on graves at the Cemetery be adopted and be sensitively applied.
20/11/9.05 Resolved (CL/20/11/9.02 Recommendation) That the West Suffolk solution to deter use of artificial grass on new graves at the Cemetery be adopted.
20/11/9.06 Resolved (CL/20/11/9.03 Recommendation) That a policy for introducing opening hours at the Cemetery be implemented when the automatic gates were installed.
20/11/9.07 Resolved (CL/20/11/14.01 Recommendation) That the Charity Lifecraft be allowed to use the Pavilion 26th November 2020 for 2 hours.
20/11/10 To Receive The Minutes And Consider Any Recommendations From The Neighbourhood Plan Committee Meeting Held On 9th November 2020 The Chairman of the Neighbourhood Plan Committee presented the report and recommendations from the Neighbourhood Plan Committee meeting held on 9th November 2020.
20/11/10.01 Resolved (N/20/11/7.01 Recommendation) That the draft budget for the Neighbourhood Plan Committee subject to being amended to £5,000 for Town Maintenance and £5,000 for Town Improvements, be received and adopted.
20/11/11 To Receive The Minutes And Consider Any Recommendations From The Human Resources Committee Meeting Held On 9th November 2020 The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 9th November 2020.
20/11/11.01 Resolved (H/20/11/7.01 Recommendation) That the draft budget for the Human Resources Committee be received and adopted.
20/11/11.02 Resolved (H/20/11/11.01 Recommendation) That the agency cleaner be offered permanent employment at the revised rate, subject to clarification of any placement fees.
20/11/12 To Receive The Minutes And Consider Any Recommendations From The F&P Committee Meetings Held On 16th November 2020 The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meetings held on 16th November 2020. 20/11/12.01 Resolved (F/20/11/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/10/2020 – 301/10/2020 (Cash Book 1 – 4) be received and adopted. The recommendation not to renew the PCSO SLA was discussed. There followed considerable debate regarding benefits to Newmarket of maintaining a PCSO, cost implications, any impact on crime levels and alternative means of reducing anti-social behaviour in the Town. The importance of regular dialogue between the PCSO and the Town Clerk, in order to feed through the concerns of Councillors and to monitor the provision – should it continue, were noted. A recorded vote was requested and taken as follows: Votes For: Cllrs O’Neill, Appleby, Bowen and Fitzgerald. Votes Against: Cllrs Jefferys, Yarrow, Drummond, Hood, Hulbert, Kerby, Lay, Anderson, De’Ath and Borda. The following was agreed: 20/11/12.02 Not Resolved (F/20/11/9.01 Recommendation) That the SLA for the PCSO not be renewed and the contract be terminated. A further proposal was made to renew the PCSO SLA for a period of two years starting April 2021; a recorded vote was requested and taken as follows: Votes For: Cllrs Jefferys, Yarrow, Drummond, Hood, Hulbert, Kerby, Lay, Anderson, De’Ath, Borda and Bowen. Votes Against: Cllrs O’Neill and Fitzgerald. Abstained: Cllr Appleby.
The following was agreed: 20/11/12.03 Resolved That the SLA for the PCSO be renewed for a further two-year period.
20/11/12.04 Resolved (F/20/11/10.01 Recommendation) That the draft budget for the F&P Committee for 2021/2022 be approved.
20/11/12.05 Resolved (F/20/11.11.01 Recommendation) That the Protocol for Online Meetings Policy be adopted.
20/11/12.06 Resolved (F/20/11/14.01 Recommendation) That NTC supports the request for funding for the Churches Together Drive in Carol Service 12th December 2020 and agreed to provide a grant of £1,000 from the Events budget.
20/11/13 Newmarket Community Network The Minutes of the meeting held on 16th November 2020 were received and noted. The Mayor advised that the Newmarket Community Network had evolved from the Coronavirus Response Steering Group, which had held its last meeting on 4th August. The intention being that the group – now chaired by John Gilbert of the Racing Centre, would continue the good works made possible by the highly effective partnership of public and private sector organisations in the Town. The Mayor continued to represent NTC, the Town Clerk also attended meetings, currently being held on a weekly basis. The meeting of 23rd November focused on a pop-up shop at the Racing Centre where residents would pay £2 for a bag and then help themselves to items that they need. The first shop would be open on Thursday 26th November from 11:00 and the Mayor was attending as a volunteer. Anyone else who would like to volunteer, should contact the Racing Centre.
20/11/14 Council Working Groups The current list of Working Groups and their Terms of Reference were received and noted.
20/11/15 Newmarket Cemetery RFO presented a quote for road surface repairs at the cemetery entrance, and the following was agreed:
20/11/15.01 Resolved That the quote from A MEAD Construction for road surface repairs at the Cemetery for £1060+VAT be approved.
20/11/16 WEATHERBY CROSSING PUBLIC INQUIRY UPDATE Members were advised that all witnesses had spoken and that the hearing would resume on Friday 27th November, to hear closing statements. The Town Clerk confirmed that there would be an opportunity for residents to view recordings of the inquiry (from the point when it ran entirely virtually) and that arrangements were being made for this to take place. In terms of contributions from other councils, West Suffolk Council had contributed £2,000, as requested. Suffolk County Council had confirmed that they wished to remain neutral and would not therefore contribute. East Cambridgeshire District Council had advised that it was not their normal practice to contribute to legal action undertaken by other organisations. However, two Parish Councils (Cheveley and Wooditton) were considering whether they were able to make a contribution. The final invoices from both the barrister and expert witness were awaited to provide the full costs of the legal action. Members were disappointed that SCC and East Cambs were not willing to help with the costs even though their residents are the main users of the crossing. Cllr Hood confirmed that SCC had voted and approved the crossing as a right of way and she would seek clarification on the technicalities for not being able to provide funding. Cllr Drummond reported that as West Suffolk Council Portfolio Holder for Regulatory he would not vote on this matter.
20/11/17 Sunnica Energy Farm The Working Group presented a response to the consultation and the following was agreed: 20/11/17.01 Resolved That the Working Group response to the Sunnica Energy farm consultation be accepted and submitted.
20/11/18 Parking Working Group The Chairman of the Working Group advised that a constructive meeting had been held with West Suffolk to discuss the process for residents parking zones in the All Saints Ward and proposed that NTC underwrites the process to the sum of half the costs, should it fail during the consultation stage. NTC through the Parking Working Group, would work with WSC to bring the scheme forward. 20/11/18.01 Resolved That NTC underwrites the process for £5306.50 should the residents not vote in favour of the parking zone scheme. The Working Group would continue to engage with West Suffolk and residents.
20/11/19 Public Consultation: Committee on Standards in Public Life The Working Group presented a response to the consultation and the following was agreed:
20/11/17.01 Resolved That the Working Group’s response to the Committee on Standards in Public Life consultation be accepted and submitted.
20/11/20 Meeting Dates The meeting dates for the remainder of 2020/2021 were received and noted. The meetings scheduled to be held on Bank holidays would be amended and take place on the Tuesday immediately following.
20/11/21 Christmas Closure Town Clerk made a proposal for the office closure and staff annual leave over the Christmas period and the following was agreed:
20/11/21.01 Resolved That the office be closed from Thursday 24th December 2020 at 12:00 until Monday 4th January 2021 at 9am. Monday 28th December, is in lieu of Boxing Day and that staff be allocated two discretionary days leave on 29th and 30th December and take one day of personal leave for 31st December.
20/11/22 Correspondence Cambridge Eastern Access Consultation – it was noted that NTC should submit a response to the consultation and the following was agreed:
20/11/22.01 Resolved That a Working Group be set up consisting of Cllrs Jefferys, Appleby, Hood, Hulbert, Kerby and O’Neill with a remit of producing a response to the Cambridge Eastern Access Consultation and to report the D&P Committee. That the D&P Committee be given delegated powers to approve and submit the response.
20/11/23 Exclusion Of The Press & Public With the vote being unanimous, it was:
20/11/23.01 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. The press and public left the meeting
20/11/24 Confidential and Sensitive Correspondence The Town Clerk had responded to an urgent and confidential request, using delegated powers (Standing Order 11c), in consultation with the Mayor and Deputy Mayor. Councillors were provided with further details of the matter.
20/11/24.01 Resolved Correspondence. That the urgent and confidential request and associated details be approved.
20/11/25 DATE OF THE NEXT VIRTUAL MEETING Monday 21st December 2020 at 7:00pm. Meeting closed at:7:51pm Signed: By the Chairman Date: 21/12/2020 |