Full Town Council Minutes (Signed) 21-12-2020

Minute

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.

20/12/2              Apologies for Absence – LGA 1972, Section 85(1) & (2)

Apologies were received from Cllrs Anderson and Bowen.

20/12/3               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.

20/12/4               To Receive and Confirm the Minutes of the Town Council Meeting held on 23^rd November 2020 and any Matters Arising.

The minutes of the last virtual meeting held on 23^rd November 2020 were presented and the following was agreed:

20/12/4.01 Resolved

That the minutes of the last virtual meeting held on 23^rd November 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.

20/12/5              Public Open Session

Resident, Douglas Hall, gave thanks to Cllrs and NTC staff who helped the Community Network event “Father Christmas comes to Newmarket” to be a huge success.

Resident, Ian Young requested a response to an email he had sent to Cllr Hood regarding the letters that were in the Newmarket Journal last week.  He also thanked NTC for all of their hard work that they had done for the Community and wished everyone a Merry Christmas

20/12/6               Suffolk Constabulary

Sgt Vann wished everyone Merry Xmas and advised that a report on the recent meetings held with NTC had been circulated prior to meeting and congratulated NTC on their achievements under exceptional circumstances.  He invited questions which included the following.

Was it possible to extend the hours of the PCSO to include later evenings?  Sgt Vann advised that the PCSO was not an officer but part of the Police staff and it was not possible to extend their hours.

How much Police cover does Newmarket receive?   Newmarket is covered 7 days a week by a pool of resources, Forest Heath Neighbourhood Response, Safer Neighbourhood team, pulse patrols, mobile patrols, civil investigators and the PCSO.

It was noted that the PCSO was not eligible for a smart phone provided by police and given that NTC fund the PCSO, Sgt Vann was asked to revisit this with the Constabulary.

The reports of the meetings held in December 2020 were received and noted.

Sgt Vann left meeting

20/12/7               Councillor Reports

Suffolk County Council (SCC) – None noted

West Suffolk Council (WSC) – Cllrs Drummond advised that he had sent reports to the Town Clerk who would forward to Members.

Cllr Kerby had watched the SCC meeting regarding recycling and noted the additional funds being available for Suffolk but noted there was no mention of any plans for Newmarket.

Cllr Hood advised that she was determined to get a facility for Newmarket and would continue her efforts to get it reinstated with the SCC Cabinet Member responsible for recycling.

Cllr Drummond advised that regular meeting were held with SCC however, the lease for the Newmarket site was held by Newmarket Open Door and efforts were being made to bring it back into SCC assets.

Ward -Cllr Yarrow advised that Flagship Housing were making arrangements to engage with residents at Icewell Hill.

Several potholes were reported in New Cheveley Road, Old Station Road, Hamilton Road, Rowley Drive and Elizabeth Avenue.  Cllr Hood requested that photos of the potholes be sent to her along with the dates that they were reported to SCC Highways and she would take them forward.

Cllr Kerby reported that he was now a Trustee of the Voluntary Network and would report back on future meetings.

20/12/8               Announcements

The Mayor advised that in addition to normal Committee meetings and Working Groups his activities included the following:

26th November – Attended the opening of the Pop-Up Shop at the Racing Centre

2nd December – Newmarket Evolution and Transformation Project

4th December – Attended the Civic Leaders briefing RAF Mildenhall & Lakenheath

7th December – Judged the Christmas shop window display

17th December – Awarded 1st prize to Flowers Made with Love (Sun Lane)

The Deputy Mayor had no activities to report but expressed his disappointment regarding recent letters from councillors published in the Newmarket Journal, and in particular in respect of the debate regarding the PCSO SLA Renewal.  He argued that NTC is not a place for party politics and urged everyone to continue to work together for the benefit of the residents that they all represented.

To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 30^th November and 14^th December 2020

The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 30^th November and 14^th December 2020.

14^th December 2020 – DC/20/2047/ADV – Application for advertisement consent – two internally illuminated digital totem signs with static BID map to replace existing signage – Totem signs opposite No 15 and No 98 Highstreet Newmarket.

D/20/12/7.04 Resolved

The Committee voiced no objections and fully supports the application.

Town Clerk advised that the above comment had been submitted to West Suffolk and it was noted that Cllr Drummond had abstained and did not vote on this matter.

20/12/9.01 Resolved (D/20/12/13.01 Recommendation)

That the response from the Working Group to the Cambridge Eastern Access Consultation be adopted and submitted.

20/12/9               To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 7^th December 2020

The Vice Chairman presented the minutes of the Community & Leisure Services Committee meeting held on 7^th December 2020.

20/12/10.01 Resolved (CL/20/12/7.01 Recommendation)

That the draft budget for the Community & Leisure Services Committee be received and adopted.

20/12/10.02 Resolved (CL/20/12/8.01 Recommendation)

That the venue hire fees be reduced from 1^st April 2021 to ensure that they remain competitive and to encourage community use, as detailed in the report and be reviewed in 6 months’ time.

20/12/10.03 Resolved (CL/20/12/8.02 Recommendation)

That option 2, izettle be accepted as the credit card processing provider.

20/12/10.04 Resolved (CL/20/12/8.03 Recommendation)

That the request to book the Memorial Hall for the Newmarket Jigsaw Festival and British Jigsaw Championships on Sunday 20th June 2021, be approved subject to compliance with any COVID safety regulations being applied at the time.

20/12/10.05 Resolved (CL/20/12/10.01 Recommendation)

That the quote from Green Wood Tree Surgery for £2,250+VAT to carry out the tree work in the Memorial Gardens be accepted.

20/12/10.06 Resolved (CL/20/12/11.01 Recommendation)

That the quote for hanging baskets for £5892.79+VAT for 2021 be accepted subject to confirmation of resources being available to water the baskets reviewed in February 2021.

20/12/10.07 Resolved (CL/20/12.14.01 Recommendation)

That a system be set up for old plants to be offered to Newmarket residents free of charge.

20/12/10.08 Resolved CL/20/12/15.01 Recommendation)

That the fence at the New Cheveley Road Allotments be repaired as a priority using £2500 from the EAR marked reserve with West Suffolk Council matching the NTC funding.

20/12/10           To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 14^th December 2020

The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meetings held on 14^th December 2020.

20/12/11.01 Resolved (F/20/12/10.01 Recommendation)

That thanks be given to the RFO for an excellent External Audit Report.

20/12/11.02 Resolved (F/20/12.112.01 Recommendation)

That the policy C2 Social Media & Electronic Communication Policy be adopted and be reviewed in two years’ time.

20/12/11.03 Resolved (F/20/12/11.02 Recommendation)

That a Working Group be set up comprising of Cllrs Jefferys, O’Neill, Appleby and Yarrow and Douglas Hall representing the Public, with a remit of reviewing Standing Orders and reporting back to a future meeting.

20/12/11          Budget 2021/2022

A report outlining budget and precept proposals for the financial year 1st April 2021 to 31 March 2022 had been circulated with the meeting papers. The draft budget submitted for approval represented a 0% increase compared to that of the previous financial year.

Councillors were asked to:

1. approve the Budget for 2021/2022:

2. agree a 2021/2022 Precept for submission to West Suffolk Council of £665,114

The draft Committee budgets and precept proposal were considered and the following was agreed:

20/12/12.01 Resolved

That the draft Committee budgets for 2021/2022 be received and adopted and that the cash Precept required from West Suffolk Council for 2021/2022 be set at £665,114

20/12/12          West Suffolk Local Plan Consultation

The Working Group response to the West Suffolk Local Plan Consultation was presented and considered and the following was agreed:

20/12/13.01 Resolved

That the Working Group response to the West Suffolk Local Plan Consultation be received and submitted.

20/12/13          COVID-19 – Impact on Town Council Functions and Services

Closure of the Memorial Hall – Town Clerk confirmed that following current advice, the Memorial Hall would remain closed with staff working from home where possible and that the situation would be reviewed in January 2021.

Virtual Town Council and Committee Meetings

Town Clerk confirmed that following the current advice, all Town Council and Committee meetings should continue to be held via Zoom and that current legislation permitted council meetings to take place virtually up until May 2021

20/12/14          Newmarket Community Network

The Mayor advised that the Newmarket Community Network event held on Friday night had been a huge success and showed how the Community of Newmarket could come together to bring a feeling of Christmas to residents and children.  He gave thanks to the Cllrs and staff and the numerous organisations that had stepped in to help deliver this uplifting event.  Well done to everyone involved.

20/12/15          Parking Working Groups

The Chairman of the Parking Working Group advised that there was nothing further to report, however, the process of introducing a Residents Parking Zone to the All Saints area had started and further updates would follow.

20/12/16          Correspondence

·      Residents requests to ease parking restrictions at the layby by the Clock Tower would be referred to the Parking Working Group.

·      Weatherby Crossing 2018 Inquiry – the Secretary of State’s decision not to include Weatherby in a list of Suffolk crossings earmarked by Network Rail for closure was welcomed and noted.

·      Letter from Cheveley Parish Council confirming a contribution of £1,000 to the Weatherby Crossing 2020 Inquiry costs was received and welcomed.

·      SALC Member Survey – Town Clerk would respond on behalf of NTC.  Any views or comments should be sent to the Town Clerk.

·      West Suffolk consultation on the cumulative Impact Policy was expected to commence mid-January 2021.

·      Invitation to councillors to attend a Beat the Streets presentation via Teams on 13^th January 2021 BID was noted.

20/12/17          DATE OF THE NEXT VIRTUAL MEETING

Monday 25^th January 2021 at 6:00pm.

The Mayor wished everyone a Merry Christmas.

Meeting closed at: 6:45pm

Signed: By the Chairman                                                                                  Date: 25 01 2021