Full Town Council Minutes (Signed) 23-09-2019
Minutes of the Meeting of the Newmarket Town Council held on Monday 23rd September 2019 at 6:00 pm
at the Memorial Hall, High Street, Newmarket, Suffolk, CB8 8JP
Attendance:
Councillor R Hood (Town Mayor) Councillor M Jefferys
Councillor M Ali Councillor P Hulbert
Councillor A Appleby Councillor T Kerby
Councillor J Borda Councillor J Lay
Councillor A Drummond Councillor C O’Neill
Councillor W Hirst Councillor R Yarrow
Also Present: Roberta Bennett – TCM, Julie Ashton – Minute Assistant Member, Cllr Robin Millar – SCC, Inspector Mark Shipton – Suffolk Constabulary, 1 Member of the Press and 4 Members of the Public.
19/09/1 Fire safety briefing and announcement that proceedings may be filmed or recorded
The Mayor opened the meeting and read out the Fire Safety Briefing and the announcement that proceedings may be filmed or recorded.
19/09/2 Review of rule of behaviour at all council meetings
TCM read out the information included in the pack regarding the current rule for Councillor behaviour at all Council meetings. There was no further discussion or comment.
19/09/3 Apologies for absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Anderson, Bowen and Caesar. Cllr De’Ath was absent.
19/09/4 Declaration of members interests and to remind councillors of the need to keep up to date their register of members interests and to consider any requests received for members dispensation
None noted.
19/09/5 Policing in Newmarket – Attendance of Inspector Mark Shipton
This item was deferred to await the arrival of Inspector Shipton.
19/09/6 Flagship housing -further discussion of issues raised
The Mayor read out statements from SCC and Flagship Housing advising that Flagship provided private non-wardened accommodation. It was noted that there had not been a full time warden at Regents Court since 2000. SCC were responsible for assessing care needs and referrals to SCC for assessments can be made by via self-referral, GP or other health care services.
Inspector Shipton joined the meeting
Members were advised that the CEO of Flagship Housing had agreed to attend a meeting at Regents Court to discuss issues raised by the residents. Details of the date and time would be forwarded to the TCM for circulation to Councillors.
The Mayor proposed that item 5 be revisited and the following was agreed:
19/09/6.01 Resolved
That item 5 Policing in Newmarket be revisited.
19/09/7 Policing in Newmarket – Attendance of Inspector Mark Shipton
Inspector Shipton gave an update on Police action regarding the recent antisocial behaviour incidents in Newmarket which included the following:
• Patrols were regularly carried out in specific areas at different times throughout the day at the Academy, Leisure Centre, the Guineas and the High Street.
• The Police were continuing to work with the supporting agencies to engage with the offenders.
• Several youths had now been charged and will appear in court in October 2019. A number of bail restrictions and Antisocial Behaviour Cautions had been issued. Any breaches would result in further charges being brought.
• A number of youths had been released under further investigation.
He advised that they were working with the Academy using the CCTV that was available and that there was still work to be done, but things were moving in the right direction. If the ring leaders could be removed from the group this should result in improvements.
The Mayor invited the public to ask questions – none noted.
All Councillors were then invited to put questions to Inspector Shipton which included the following:
• How many members were in the group? The number varied but there were 5-6 main members.
• Were the drug offences related to possession or dealing? There had been no evidence of dealing and they all related to possession.
• Do they all live in the same area of Newmarket? No they live in all corners of the Town.
The Mayor gave thanks for the increased Police presence around town which was welcomed by all. She advised that there had been damage to play equipment in the Memorial Gardens at night when the gates were locked and asked what else could be done. Inspector Shipton advised that they do not have access when the gates are locked but adding CCTV and installing secure fencing would prevent it from being a soft target. TCM advised that she was having discussions with the neighbours looking at areas where antisocial behaviour paint could be used and where prickly shrubs could be placed.
Inspector Shipton added that by working together things would move in the right direction and encouraged everyone to report all incidents either via the 101 number or the Suffolk Constabulary website https://www.suffolk.police.uk/ – which was the better method. A resident asked for this information to be widely publicised and was advised that it was promoted on social media and at engagement events. They would continue to push this message.
The Mayor thanked Inspector Shipton for the update and he agreed to attend the next meeting to give further updates. Inspector Shipton left the meeting.
19/09/8 To receive and confirm the minutes of the public part of the Town Council meeting held on Monday 19th August 2019 and any matters arising
The Town Mayor presented the minutes of the Town Council meeting held on Monday 19th August 2019 and the following amendments were made:
Page 6 – 19/08/18 the date was changed from 8th July to 12th August 2019
Page 6 – 19/08/20 the date was changed from 15th July to 12th August 2019
Subject to the amendments being made, the following was agreed:
19/09/8.01 Resolved
That the minutes of the Town Council meeting held on Monday 19th August 2019 be adopted and signed as a correct record by the Town Mayor.
A member of the public joined the meeting
There were no matters arising.
19/09/9 Public participation an invitation to members of the public to put questions/statements of not more than 3 minutes duration. No resolutions can be made but Councillors are very happy for matters relating to the town to be brought to their attention
A resident advised that the license for Heaven Awaits was applying for renewal. The Mayor advised that they were aware of it and it would be added to the next D&P Committee agenda.
19/09/10 Report form County Councillors – Cllr Millar to give an update on children’s services
Cllr Robin Millar gave an update on the following items:
• Travellers – concrete blocks had now been placed in front of the gates at St Felix School and the locks on the gates had been welded shut. A long term solution was being looked at for the site.
• Foley House – SCC had reviewed all Family Service provision in Suffolk to ensure that they meet current and developing needs effectively. No decisions had been made and an 8 week public consultation would be carried out in October. Everyone was encouraged to make comment and express views in the consultation.
• Studlands – construction work was scheduled to start in November to install a pedestrian crossing and traffic calming. The switching off of street lights owned by SCC would be phased in starting with them going off at 11:30pm – 05:30am. This would be reviewed at each stage.
Note: The lights owned by NTC would not be switched off and two maps showing where the lights are were available on his Facebook page.
• A chicane had been installed in Exning road to slow down cyclists even though this was not a cycle path.
An update was requested on the pedestrian crossing on the A142. Cllr Millar advised that he was now better informed of the process and that the crossing would probably move further down Fordham Road towards Newmarket. This was a work in progress.
The Mayor advised that she had attended a meeting, also attended by the Leader and Deputy Leader of West Suffolk “We are listening event” held last Tuesday on the High street. It was advised that it had been a positive event but it was disappointing that no NTC Councillors had attended.
19/09/11 Report from District Councillors
Cllr Lay advised that a meeting would be held with West Suffolk 27th September to discuss pre-planning proposals for Queensbury Lodge.
19/09/12 Ward reports from Town Councillors
The Mayor advised that she had attended the Food & Drink Festival which had been a huge success, as was the Henry Cecil Open Weekend. Three charities had been selected to benefit from the events.
A reception evening had been held to welcome the Lexington Mayor and other visitors from Lexington. The History Society had given a very interesting presentation on the long history of Newmarket which went back thousands of years. The Lexington visitors had presented NTC with a number of gifts which were welcomed. Thanks were given the TCM and Events Manager for organising a very positive occasion.
Councillor Yarrow advised that some of his neighbours had started to cut the grass in their area. Councillors also advised that residents had asked him why two Conservative Councillors had resigned after only 2/4 months. The Mayor advised that she was not in a position to answer.
19/09/13 To receive reports from Town Councillors elected as representatives on other bodies
None noted.
19/09/14 To receive the Town Mayor’s and Deputy Mayor’s announcements
The Mayor’s itinerary for August and September included the following:
25th August – Attended the Soapbox Derby
3rd & 4th September – 9-11 Tour of Newmarket with West Suffolk Cabinet Member. Facilitated and attended meetings with Fuji TV regarding Newmarket (Museum/Gallops/Tattersalls etc.) promotion. Attended familiarisation meeting with Tracey Harding New Discover Newmarket CEO.
6th September – Attended Meeting regarding Newmarket Railway improvements.
10th September – Attended meeting with WSDC Growth Cabinet Members.
11th September – Attended meeting with Mark Edmondson, Chair of Newmarket Festival. Attended meeting at St Felix site with SCC.
14th & 15th September – Attended Newmarket Food & Drink Festival & interview with BBC Radio Suffolk.
16th September – Attended NVSG meeting.
20th September – Attended Reception with the Mayor of Lexington and the Lexington Sister City Group at NTC.
21st & 22nd September – Participated in Newmarket Open Weekend including Enable/Stradivarius gallop; visiting 19 Racing yards presenting Show jumping prizes. Facilitated Sister City Group visit whilst at Rowley Mile. Attended Purple Tuesday Meetings. Attended numerous meetings at the Heritage Centre. Facilitated and attended numerous discussions with Law Enforcement personnel re ASB in Newmarket.
19/09/15 To receive the minutes and consider any recommendations form the D&P committee meeting held on 5th & 19th August, 2nd & 16th September 2019
The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 5tH & 19th August, 2nd & 16th September 2019. There were no recommendations.
19/09/16 To receive the minutes and any recommendations from the Leisure Services Committee meeting held on 5th August & 2nd September 2019
The Chairman of the Leisure Services Committee presented the report and recommendations from the Leisure Services Committee meeting held on 5th & 2nd September 2019. There were no recommendations.
19/09/17 To receive the minutes and any recommendations form the Community Services Committee meeting held on 12th August & 9th September 2019
The Chairman of the Community Services Committee presented the report and recommendations from the Community Services Committee meeting held on 12th August & 9th September 2019.
The following recommendation was amended to read:
19/09/17.01 Resolved (C/19/08/10.01 Recommendation)
That Members read the report and pass any comment to the TCM.
19/09/17.02 Resolved (C/19/08/11.01 Recommendation)
That the quote from Collaboration 23 for £4,050 to repair two parts of the Cemetery wall be accepted.
19/09/17.03 Resolved C/19/08/12.01 Recommendation)
That the quote from Grantham Groundworks & Building Ltd for £6,808 + VAT to repair the War Memorial be accepted.
19/09/17.04 Resolved (C/19/08/12.01 Recommendation)
That the quote from SCC for £3,898 including insurance, maintenance and repairs to provide a bus shelter be accepted.
19/09/18 To receive the minutes and any recommendations from the Human Resources Committee meeting held on 12th August 2019
The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 12th August 2019. There were no recommendations.
19/09/19 To receive the minutes and any recommendations from the Finance & Policy Committee meeting held on 12th August & 16th September 2019
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 12th August & 16th September 2019.
19/09/19.01 Resolved (F/19/08/9.01 Recommendation)
That the Communications Policy be adopted.
19/09/19/.02 Resolved (F/19/08/9.02 Recommendation)
That the Marketing Policy be adopted.
19/09/19.03 Resolved (F/19/08/9.03 Recommendation)
That the Publicity Policy be adopted.
19/09/19.04 Resolved (F/19/08/9.04 Recommendation)
That the Training and Development Policy be adopted.
19/09/19.05 Resolved (F/19/08/9.05 Recommendation)
That the Business Community Policy be adopted.
19/09/19.06 Resolved (F/19/08/9.06 Recommendation)
That the Flag Flying Policy be adopted.
19/09/19.07 Resolved (F/19/08/12.01 Recommendation)
That £1,250 be donated to support the Food and Drink Festival from the grants budget and marketing of the event would be included at the Soapbox Derby and on local radio. That the Events Manager assists with marketing on social media.
19/09/19.08 Resolved (F/19/09/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/08/2019 – 31/08/2019 (Cash Book 1 and 2) be received and adopted.
19/09/19.09 Resolved (F/19/09/9.01 Recommendation)
That the Glossary of Terms & Acronyms be adopted.
19/09/19.10 Resolved (F/19/09/9.02 Recommendation)
That the Asset Register be adopted.
19/09/19.11 Resolved (F/19/09/9.03 Recommendation)
That the Employee Handbook & Personnel Policies be adopted.
19/09/19.12 Resolved (F/19/09/9.04 Recommendation)
That the Publication Scheme & Information Guide be adopted.
19/09/19.13 Resolved (F/19/09/9.05 Recommendation)
That the Mayor’s Allowance Scheme be adopted.
19/09/19.14 Resolved (F/19/09/9.06 Recommendation)
That the Risk Management Scheme be adopted.
19/09/19/.15 Resolved (F/19/09/9.07 Recommendation)
That the Town Emergency Plan be adopted.
19/09/19.16 Resolved (F/19/09/9.08 Recommendation)
That the Privacy Policy be adopted.
19/09/20 Purple Tuesday – Project update
TCM advised that following the first event last year this year the campaign would encourage shop owners to pledge to make accessibility improvements to their premises. NTC would provide project management and office support and District Cllrs had donated locality budget funds. The event will be held on 11th November in the Guineas and Members should encourage residents to attend.
Cllr Ali left the meeting
19/09/21 Sky Lanterns – resident request
Members considered the request to prohibit releasing of sky lanterns and balloons on Council land and after a discussion the following was agreed:
19/09/21.01 Resolved
That NTC prohibits the releasing of sky lanterns and balloons on all Council owned land.
19/09/22 Litter in Newmarket
The Mayor advised that the Town was in a bad state as far as littering is concerned and, despite efforts to form a community group, new ideas were required to tackle the issue. TCM advised that West Suffolk were able to supply litter picking equipment and would collect bin bags from each site. West Suffolk were running a campaign “Love where you live” and residents could request litter picking packs.
A resident advised that Newmarket Vision had looked at an education programme for schools and suggested that this should be revisited.
The Mayor asked for all Members to look at new ideas and an item would be placed on the next agenda. A request was made for the areas in the SLA to be looked at to see if litter was removed prior to the grass being cut.
19/09/23 To consider correspondence
a. Unex Group regarding Fitzroy Park – TCM advised the pre-planning proposals were available to be looked at in the office.
19/09/24 Date of the next meeting of the Town Council
Monday 28th October 2019
Meeting closed at 7:27pm
Signed : __________________ Date : ____________________