Full Town Council Minutes (Signed) 22-02-2021
Minutes of the Meeting of Newmarket Town Council held on Monday 22nd February 2021 at 6:00 pm via Zoom
Attendance:
Councillor M Jefferys (Town Mayor) Councillor R Hood
Councillor M Anderson Councillor P Hulbert
Councillor Appleby Councillor T Kerby
Councillor J Borda Councillor J Lay
Councillor A Drummond Councillor C O’Neill
Councillor K Yarrow
Also Present: D Baines – Town Clerk, C Whitaker – RFO, C Argyroudi ,J Ashton – Minute Assistant, P Winter, Cllrs K Soons and R Nobbs – West Suffolk Council, PCSO W Butcher – Suffolk Constabulary and 8 Members of the Public.
21/02/1 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.
21/02/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs De’Ath and Fitzgerald.
21/02/3 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.
21/02/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 25th January 2021 and any Matters Arising.
The minutes of the last virtual meeting held on 25th January 2021 were presented and the following was agreed:
21/02/4.01 Resolved
That the minutes of the last virtual meeting held on 25th January 2021 be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
Matters arising:
Page 6- 21/01/22 – Memorial Hall Update – this would be discussed in the Confidential part of the meeting.
21/02/5 Public Open Session
Resident, R Fletcher and member of the Town Museum Working Group spoke to item D/21/02/28.01 regarding the recommendation relating to Queensbury Lodge and proposals for a fully restored lodge to be leased to the Town Council for use as a Town Museum. A number of members of the Working Group did not support this proposal on the basis that there were other potential options for housing the museum which were more suitable.
Resident, Ian Young spoke to item N/21/02/8 – Yellow Brick Road and requested that NTC put pressure on SCC and WSC to resolve the flooding issues.
Resident, Douglas Hall, spoke to item 21/01/15 – Newmarket Community Network regarding recent Newmarket Festival requests from hospitality outlets for donations. Cllr Drummond agreed to request the Newmarket Festival accounts.
21/02/6 Suffolk Constabulary
PCSO William Butcher was appointed to the Newmarket funded PCSO post 1st February 2021. He introduced himself and presented his report on his background and recent activities which included engagement with the community to provide reassurance/advice and to develop intelligence reports. He had also helped the Food Bank to deliver food parcels, which was an excellent engagement tool. He would be meeting with the Town Clerk every two weeks, had put an article in the Journal and provided text for an article to go in the free press.
The Mayor thanked him for the update.
PCSO Butcher left the meeting
21/02/7 Councillor Reports – Cllr Hood reported that the monthly SCC report had been sent out.
West Suffolk Council (WSC) – Cllr Drummond reported that the WSC report had been sent out and that he would be attending a budget day 26th February 2021.
Cllr Soons reported that WSC would be pushing the message regarding the dog fouling issue on social media. The work they were doing on the refurbishment of Foley House had received a good response.
Cllr Anderson requested that enforcement action be taken regarding dog fouling.
Ward – Cllr Anderson reported that benches had been damaged by vandals and the replacements would be more robust. The Friendship Group were willing to help clean up the Newmarket Brook when they could access it.
Cllr Yarrow reported that access had been established behind the fence at the Academy and a litter pick would be arranged.
Cllr Drummond reported that he would chase up the Yellow Brick Road flooding with the Officer at WSC.
Cllr Kerby reported that the temporary patched up pot holes in Old Station Road needed to be repaired again and have a permanent solution. He would speak with Cllr Hood after the meeting.
Outside bodies – Cllr Borda reported that Churches Together had received a Lord Lieutenant award for the food parcel delivery service and the Catholic Church had opened as a Covid-19 testing centre.
21/02/8 Announcements
The Mayor reported that in addition to normal Committee meetings and Working Groups his activities included the following:
12th February 2021 – officiated at the Rotary Christmas Draw
22nd February 2021 – joined the NTC staff weekly Zoom meeting to offer thanks for their work in keeping Council services operating in these difficult times
The Deputy Mayor had no activities to report.
21/02/9 To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 1st and 15th February 2021
The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 1st and 15th February 2021. D/21/02/28.01 Resolved was changed to a Recommendation.
D/21/02/28.01 Recommendation
That a response be sent to Mr Walsh supporting the suggestion to resubmit the previous application subject to a commitment to fully restore the Lodge to be leased as a Town Museum. That a letter be sent to the West Suffolk CEO to inform that NTC support the previous application.
The Recommendation was amended to read:
21/02/9.01 Resolved (D/21/02/28.01 Recommendation)
That in principle, NTC unanimously supports the application for the development of Queensbury Lodge that was presented to Council 15th June 2020.
21/02/10 To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 1st February 2021
The Vice Chairman presented the minutes of the Community & Leisure Services Committee meeting held on 1st February 2021.
21/02/10.01 (CL/21/02/8.01 Recommendation) Not Resolved referred back to the C&L Committee
That the revised Cemetery fees and charges for 2021/2022 be received and adopted from 1st April 2021.
21/02/10.02 (CL/21/02/8.01 Recommendation) Not Resolved referred back to the C&L Committee
That the revised Cemetery Regulations for 2021/2022 be received and adopted from 1st April 2021.
21/02/10.03 Resolved (CL/21/02/9.01 Recommendation)
That the Play Inspection SLA for 2021/2022 be received and adopted.
21/02/10.04 Resolved (CL/21/02/11.01 Recommendation)
That the 2021 Carnival be deferred until 2022 and the budget be rolled over to next year.
21/02/10.05 Resolved (CL/21/02/13.01 Recommendation)
That the Newmarket Bombing event be deferred to February 2022.
21/02/10.06 Resolved (CL/21/02/14.01 Recommendation)
That the request from the Racing Centre for a provisional booking of the Severals on 7th June 2021 be approved.
21/02/11 To Receive the Minutes and Consider any Recommendations from the Neighbourhood Plan Committee Meeting held on 8th February 2021
The Chairman of the Neighbourhood Plan Committee presented the report and recommendations from the Neighbourhood Plan Committee meeting held on 8th February 2021.
21/02/11.01 Resolved (N/21/02/8.01 Recommendation)
That a Working Group be set up comprising of Cllrs De’Ath, Kerby, Hulbert and Philippa Winter with a remit of considering alternatives for the Market.
21/02/12 To Receive the Minutes and Consider any Recommendations from the Human Resources Committee Meeting held on 11th January 2021
The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 11th January 2021.
21/02/12.01 Resolved (***H/21/02/10.01 Recommendation***)
That Public Holidays be included in Annual leave allowance from 1st April 2021.
21/02/12.02 Resolved (***H/21/02/10.02 Recommendation***)
That the probation period for the Town Clerk be approved and an offer of permanent employment be made.
21/02/12.02 Resolved (***H/21/02/10.03 Recommendation***)
That the request for online training SLCC – What to do if you consider a Bad/Unlawful Planning Decision 18th February 2021 £30+VAT and SLCC – Committees, Sub-Committees and Working Groups 1st March 2021 £15+VAT be approved.
21/02/13 To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 15th February 2021
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meetings held on 15th February 2021.
21/02/13.01 Resolved (F/21/02.6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/01/2021 – 31/01/2021 (Cash Book 1 – 4) be received and adopted.
21/02/13.02 Resolved ((F/21/02/11.01 Recommendation)
That the Medium-Term Financial Plan be received and adopted.
21/02/13.03 Resolved (F/21/02/13.01 Recommendation)
That the current Siemens lease be terminated by 10th April 2021.
21/02/13.04 Resolved (F/21/02/13.02 Recommendation)
That a new 5-year rental agreement for a Konica Minolta C257i Simitri Solution printer be approved.
21/02/13/.05 Resolved (F/21/02.14.01 Recommendation)
That a grant of £1,000 be awarded to the Rotary Club to support the Local Community Awards 2021.
21/02/14 Newmarket Community Network
The Mayor reported that the minutes from the two meetings of the Newmarket Community Network had been circulated. The Helpline continued to take around 30 calls per week.
21/02/15 Parking Working Groups
The Chairman of the Parking Working Group reported that WSC had been asked to provide an update on the progress of one-way systems in All Saints Ward, Stanley Road and Rous Road. The impact of Civil Parking Enforcement (CPE) was discussed and it appeared that it was pushing the problem to other areas. The CPE statistics were reviewed and visits were becoming sporadic allowing old parking habits to creep back.
Dangerous parking at the Cheveley Road junction, which is a Police responsibility, was discussed and the Town Clerk would raise this concern with the PCSO.
The WSC planned increase to carparking charges and hours was discussed and the following was agreed:
21/02/15.01 Resolved
That a letter be sent to West Suffolk Council requesting them to review the planned increase to carparking charges and to fully consult residents and retailers and to take account of the current economic climate. That Town and District Councillors support the interests of the Town in this matter.
21/02/16 To Receive data from SID devices
The SID data from Bury Road, Moulton Road, Snailwell Road, Elizabeth Avenue and Fitzroy Street were reviewed and welcomed. The following was agreed:
21/02/16.01 Resolved
That the SID Policy be referred to the C&L Committee to consider how the Policy is applied.
21/02/17 Newmarket Soapbox Derby 2021
The Working Group asked if the event should still go ahead and the following was agreed:
21/02/17.01 Resolved
That the request for the 2021 Soapbox Derby event to be held in August 2021 subject to any further social distancing restrictions, be approved and that this item be referred to the C&L Committee.
21/02/18 Internal Audit
The Internal Audit report was presented and there were no recommendations. The following was agreed:
21/02/18.01 Resolved
That the RFO be thanked for an excellent report and that the Interim Internal Audit Report for 2020/2021 be received.
21/02/19 East West Main Line Route
Information on the planned route from Cambridge to Ipswich via Newmarket was noted and received. The information had been forwarded to the Newmarket Rail Group. The following was agreed:
21/02/19.01 Resolved
That NTC welcomes and supports the East – West main line to Ipswich via Newmarket.
21/02/20 Weatherby Crossing
The Order Decision from the Planning Inspectorate following the Weatherby Crossing Inquiry was noted and the outcome was welcomed. The following was agreed:
21/02/20.01 Resolved
That thanks be given to all involved and who contributed to the outcome for the Weatherby Crossing.
21/02/21 Correspondence
• Notice of Postponed Election for Studlands was noted.
• West Suffolk Foundation Trust Community Engagement Group – call for Community members to join the Group to help shape future plans of West Suffolk Hospital was noted.
• BID ballot – it was noted that NTC is a levy payer and has a vote to cast. The following was agreed:
21/02/21.01 Resolved
That a Virtual Extra Ordinary meeting be held on Monday 1st March 2021 following the C&L meeting to consider the NTC vote in the BID re-election.
21/02/22 Date of the next Virtual Meeting
Monday 22nd March 2021.
A proposal was made to move into the confidential part of the meeting to discuss matters arising and the following was agreed:
21/02/23 Exclusion of the Press and Public
21/02/23.01 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.
Members of the Public left the meeting.
Matters arising:
Page 6 – 21/01/22 – Memorial Hall Update – The Mayor reported that sanctions regarding a potential breach of confidentiality had been investigated and no further action would be taken.
Meeting closed at 7:27pm
Signed: By the Chairman Date: 22/03/2021
Summary of Resolutions
| Resolution | Resolution Wording |
| 21/02/9.02 Resolved (D/21/02/28.01 Recommendation) | That in principle, NTC unanimously supports the application for the development of Queensbury Lodge that was presented to Council 15th June 2020. |
| 21/02/10.03 Resolved (CL/21/02/9.01 Recommendation) | That the Play Inspection SLA for 2021/2022 be received and adopted. |
| 21/02/10.04 Resolved (CL/21/02/11.01 Recommendation) | That the 2021 Carnival be deferred until 2022 and the budget be rolled over to next year. |
| 21/02/10.05 Resolved (CL/21/02/13.01 Recommendation) | That the Newmarket Bombing event be deferred to February 2022. |
| 21/02/10.06 Resolved (CL/21/02/14.01 Recommendation) | That the request from the Racing Centre for a provisional booking of the Severals on 7th June 2021 be approved. |
| 21/02/11.01 Resolved (N/21/02/8.01 Recommendation) | That a Working Group be set up comprising of Cllrs De’Ath, Kerby, Hulbert and Philippa Winter with a remit of considering alternatives for the Market. |
| 21/02/12.01 Resolved (***H/21/02/10.01 Recommendation***) | That Public Holidays be included in Annual leave allowance from 1st April 2021. |
| 21/02/12.02 Resolved (***H/21/02/10.02 Recommendation***) | That the probation period for the Town Clerk be approved and an offer of permanent employment be made. |
| 21/02/12.02 Resolved (***H/21/02/10.03 Recommendation***) | That the request for online training SLCC – What to do if you consider a Bad/Unlawful Planning Decision 18th February 2021 £30+VAT and SLCC – Committees, Sub-Committees and Working Groups 1st March 2021 £15+VAT be approved. |
| 21/02/13.01 Resolved (F/21/02.6.01 Recommendation) | That the ratification of the schedules of payments for the period 01/01/2021 – 31/01/2021 (Cash Book 1 – 4) be received and adopted. |
| 21/02/13.03 Resolved (F/21/02/13.01 Recommendation) | That the current Siemens lease be terminated by 10th April 2021. |
| 21/02/13.04 Resolved (F/21/02/13.02 Recommendation) | That a new 5-year rental agreement for a Konica Minolta C257i Simitri Solution printer be approved. |
| 21/02/13/.05 Resolved (F/21/02.14.01 Recommendation) | That a grant of £1,000 be awarded to the Rotary Club to support the Local Community Awards 2021. |
| 21/02/15.01 Resolved | That a letter be sent to West Suffolk Council requesting them to review the planned increase to carparking charges and to fully consult residents and retailers and to take account of the current economic climate. That Town and District Councillors support the interests of the Town in this matter. |
| 21/02/16.01 Resolved | That the SID Policy be referred to the C&L Committee to consider how the Policy is applied. |
| 21/02/17.01 Resolved | That the request for the 2021 Soapbox Derby event to be held in August 2021 subject to any further social distancing restrictions, be approved and that this item be referred to the C&L Committee. |
| 21/02/18.01 Resolved | That the RFO be thanked for an excellent report and that the Interim Internal Audit Report for 2020/2021 be received. |
| 21/02/19.01 Resolved | That NTC welcomes and supports the East – West main line to Ipswich via Newmarket. |
| 21/02/20.01 Resolved | That thanks be given to all involved and who contributed to the outcome for the Weatherby Crossing. |
| 21/02/21.01 Resolved | That a Virtual Extra Ordinary meeting be held on Monday 1st March 2021 following the C&L meeting to consider the NTC vote in the BID re-election. |