Full Town Council Minutes Signed 24-07-2023
Attendance:
Councillor P Winter (Town Mayor)
Councillor P Hulbert
Councillor J Berry
Councillor J Jarvis
Councillor J Borda
Councillor E Kavanagh
Councillor L Crissal
Councillor J McHugh
Councillor J Clover
Councillor R Nobbs
Councillor J Harvey
Councillor S Perry
Minute
23/07/1 Welcome
The Chairman opened the meeting and read the fire safety notice and confirmed that proceedings were being recorded and asked if anyone else intended to record the meeting.
23/07/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Anderson, Drummond, Jones, Hood, Starkey and Yarrow.
23/07/3 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 requests for Member’s dispensation.
23/07/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 26th June 2023 and any Matters Arising.
The Chairman presented the minutes of the meeting of the Town Council held on 26th June 2023 and the following amendment was made
Page 3 – 23/06/8 – Cllr Borda reported that he had made a site visit to Adastral Close on his own; there was no Highways Officer present.
Subject to the amendment being made, the following was agreed:
23/07/4.01 Resolved
That the minutes of the meeting held on 26th June 2023 be adopted and signed as a correct record by the Town Mayor.
There were no matters arising.
23/07/5 Public Open Session
No members of the public wished to speak.
A member of the public joined the meeting
Two members from Cloudy IT gave a short presentation on upgrading the NTC IT system to a new cloud platform which included a demonstration of the Decisions software for managing meetings and agendas, hardware for broadcasting and hybrid meetings and Councillor devices.
The Mayor gave thanks for the presentation and Cloudy IT left the meeting.
23/07/6 Councillor Reports
Suffolk County Council (SCC) – None noted
West Suffolk Council (WSC) – Cllr Perry reported that Community Chest Grants were now available with a closing date of 29th September 2023.
Ward – Cllr Hulbert reported that the ticket office at Newmarket railway station could be closed, and he will be campaigning to keep it open. He has a meeting with MARPA imminently and he will also raise the issue with the disability group. Cllr Perry suggested
that an item be added to the next D&P agenda regarding rail ticket office closure.
Cllr Perry reported that she had met with Anglian Water regarding the blockage in Newmarket Brook. They have agreed to clear it, raise the screen that is trapping debris and to take regular water samples to test the quality of the water. They are going to raise a business case for a full clean out at a cost of £100,000. They were not aware that they are also the owners of the soakaway pond and documents to prove ownership will be supplied.
Cllr Perry reported that she had met the Orbit housing Community Officer with Cllr Yarrow and they are going to be more people focused offering monthly drop ins for residents. They had also met with a couple of ladies from Bury St Edmunds Women’s Aid who are planning to hold coffee mornings in Newmarket. The Grass Cutting Working Group are awaiting information from WSC.
Cllr Hulbert reported that the trees on the Yellow Brick Road need to be cut back. Details of the area that needs attention will be sent to Cllr Perry.
Cllr Jarvis reported the weeds had been cleared along the Yellow Brick Road and it was looking much better.
Outside bodies – Councillor Kavanagh stated that he had not been able to attend the recent
WSC Town and Parish Forum. Minutes are expected in due course.
23/07/7 Mayors Announcements
The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:
27th June 2023 – visited independent retailers with the BID Manager, Natalie Robinson.
29th June 2023 – attended the welcome reception for the Lexington Link students at the
Heath Court Hotel.
15th July – attended the WSC Civic Service for Cllr Roger Dicker at St Mary the Virgin
Church, Kentford.
23/07/8 To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 3rd & 17th July 2023
Cllr Harvey presented the minutes and recommendations from the Development & Planning Committee meeting held on 3rd and 17th July 2023. There were no recommendations.
23/07/9 To Receive the Minutes and Consider any Recommendations from the Leisure Services Committee Meeting held on 3rd July 2023
The Chairman of the Leisure Services Committee presented the minutes and recommendations of the Leisure Services Committee meeting held on 3rd July 2023.
23/07/9.01 Resolved (L/23/07/6.01 Recommendation)
That photos and the design layout for the proposed Printed Remembrance Cross Wooden Tribute installation at Birdcage walk to be sent to Cllr Winter to discuss with the Queens Statue Committee.
23/07/9.02 Resolved (L/23/07/6.02 Recommendation)
That permission is granted for a temporary installation of Printed Remembrance Cross Wooden Tributes at the Newmarket War Memorial by the Severals. This being on the exterior of the small metal fence around the Memorial. That they be installed 1 week prior to 11th November and removed 1 week after.
23/07/9.03 Resolved (L/23/07/6.03 Recommendation)
That the arrangements for a split reception for Remembrance Day be approved at the Green Room at Tattersalls for 80 maximum invited only guests and at the Memorial Hall for all other guests; refreshments provided.
23/07/9.04 Resolved (L/23/07/6.04 Recommendation)
That a virement be made of £1,000 from 4114/101 (other expenses) to 4079/101 Remembrance Day expenses.
23/07/9.05 Resolved (L/23/07/8.01 Recommendation)
That quotes be sought for a more durable hardwood mulch material to fully replenish the area and some for a top up and that the Town Clerk and Deputy Town Clerk have delegated powers to find a contractor.
23/07/9.06 Resolved (L/23/07/9.01 Recommendation)
That an event be held on the Severals to celebrate “6th June D Day 80” to include entertainment, lighting the beacon and food stalls to celebrate National Fish & Chip Day.
23/07/9.07 Resolved (L/23/0713.01 Recommendation)
That the size of banners be standardised and be installed by NTC; only four banners at a time and only displayed for two weeks. That the relevant infrastructure be installed to facilitate a banner display at the Severals.
23/07/10 To Receive the Minutes and Consider any Recommendations from the Finance & Policy Committee Meeting held on 17th July 2023
The Chairman of the Finance & Policy Committee presented the minutes and recommendations of the Finance & Policy Committee meeting held on 17th July 2023.
23/07/10.01 Resolved (F/23/07/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/05/2023 – 31/05/2023 and 01/06/2023 – 30/06/2023 (Cash Book 1 – 4) be received and adopted.
23/07/10.02 Resolved (F/23/07/11.01 Recommendation)
That Cllrs Drummond, Harvey, Hood and Perry be appointed as members of the Policies Review Working Group chaired by Cllr Harvey.
23/07/10.03 Resolved (F/23/07/13.01 Recommendation)
That subject to further amendments to the contract, that engagement of ‘GSWG’ on option 1 at £250 per month; adjusted as necessary on months that require more input be approved.
23/07/10.04 Resolved (F/23/07/14.01 Recommendation)
That the request for annual funding sponsorship of £1,000 to the Bill Tutte Memorial fund be approved.
23/07/11 To Receive the Minutes and Consider any Recommendations from the Performance & Audit Committee Meeting held on 17th July 2023
The Chairman of the Performance & Audit Committee presented the minutes and recommendations of the Performance & Audit Committee meeting held on 17th July 2023.
23/07/11.01 Resolved (P/23/07/7.01 Recommendation)
That the following Neighbourhood Plan Community Actions be referred to the following Committees to action:
D1 – Community Energy Initiatives – referred to Full Council to consider the recommendations for mitigating the effects of climate change
D2 – Newmarket Watercourse – referred to the D&P Committee to consider the actions to clear Newmarket Brook.
D3 – Community Land Trust – on hold as there is only one remaining member of the original group
D4 – Emergency Housing – referred to Full Council to consider the availability of housing for homeless people.
D5 – Facilities in any Major New Development – referred to Full Council to consider the development of the St Felix site.
D6 – Impact of Major Development outside the Plan Area – referred to Full Council to consider the infrastructure to support the development of the St Felix site.
23/07/12 Newmarket Railway Station
Town Clerk reported that she, along with Cllrs Drummond and Hood had met with the SCC Strategic Transport Planner to discuss the £10,000 of funding from historic Section 106 agreements to improve the cycling and pedestrian facilities at the station. The following proposals were made:
Plan a) to consider expanding the entrance with a segregated pedestrian and cycle access (additional costs will be involved). Further investigations will be taking place.
Plan b) to install secure storage and charging points for e-bikes.
Cllrs Jarvis and Perry agreed to consult commuters to get their views and report back to the Town Clerk and a definitive response will be decided at the next Full Town Council meeting.
23/07/13 Former St Felix School Site
The SCC and WSC plans for the development of the site were discussed and a statement on the NTC current position was considered. The following was agreed:
23/07/13.01 Resolved
That the NTC statement regarding their current position on the development plans for the St Felix Site be approved and that an Extra-ordinary meeting be held on 31st July 2023 to discuss the issue further.
23/07/14 Correspondence
British Food Fortnight – is being held for two weeks starting from 16th September 2023. Love Newmarket BID are considering a promotion of British Food via its members.
23/07/15 Date of the next Meeting
Monday 31st July 2023 in the Memorial Hall.
Meeting closed at 7:20pm
Signed: By the Chairman Date: Monday 24th April 2023
Summary of Resolutions
Resolution Resolution Wording
23/04/9.01 Resolved (C/23/04/9.01 Recommendation) That the offer of the kind gift to plant 700 trees be supported in principal and that efforts be made to enable the planting and maintenance.
23/04/10.02 Resolved (P/23/04/7.01 Recommendation) That the following Community Actions be referred to the following Committees to action:
C2 – Refer to D&P Committee to consider the parking issues in Windsor Road and Willie Snaith Road
C3 – Refer to Community Services Committee to consider a tree audit by the tree wardens of NCNR (Newmarket Community Nature Reserve)
C4 – Refer to Community Services Committee to ask WSC what else they were doing to improve air quality and also regarding further installations of fast EV charging points
C5i – Refer to D&P Committee to consider a recycling facility
C5ii – Refer to Community Services Committee to consider dog litter issues
C6 – Refer to the climate change working group to consider Biodiversity issues
23/04/11.01 Resolved That the final outcome report and the EMR transfer recommendations for the 222/2023 budget for Newmarket Town Council be received and approved.