Full Town Council Minutes (Signed) 25-01-2021
Minutes of the Meeting of Newmarket Town Council held on Monday 25th January 2021 at 6:00 pm via Zoom
Attendance:
Councillor M Jefferys (Town Mayor) Councillor R Hood
Councillor Appleby Councillor P Hulbert
Councillor J Borda Councillor T Kerby
Councillor J De’Ath Councillor J Lay
Councillor A Drummond Councillor C O’Neill
Councillor Y Fitzgerald Councillor K Yarrow
Also Present: D Baines – Town Clerk, C Whitaker – RFO, J Ashton – Minute Assistant, P Winter, C Pyburn – SCC, W Wright and Cllr K Soons – West Suffolk Council, 1 Member of the Press and 4 Members of the Public.
21/01/1 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.
21/01/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
None noted. Cllr Anderson was absent.
21/01/3 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.
21/01/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 21st December 2020 and any Matters Arising.
The minutes of the last virtual meeting held on 21st December 2020 were presented and following amendments were made:
Page 2 – 20/12/7 – SCC Report – amended to read that a report had been sent out.
Page 4 – 20/12/10.06 Resolved (CL/20/12/11.01 Recommendation) – amended to add that the quote for hanging baskets included all Town planting.
Subject to amendments being made, the following was agreed:
21/01/4.01 Resolved
That the minutes of the last virtual meeting held on 21st December 2020 be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
Matters arising:
Page 5 – 20/12/11 Budget 2021/2022 – Town Clerk reported that for the financial year 2021/2022, NTC would receive £9,734 of Local Council Tax Support Grant from West Suffolk Council. This would reduce the 21/22 contribution paid to NTC by Band D residents through their Council Tax from £123.49 to £121.68.
21/01/5 Newmarket Health and Wellbeing Survey
Chris Pyburn – Public Health Manager SCC, presented a summary report on the work of the survey to date and asked NTC to consider the following options:
Option 1: Agree not to continue with a fourth survey.
Option 2: Agree to continue with a fourth survey and the resulting timeline.
Option 3: Postpone a further survey pending further review later in 2021
The Mayor proposed that a Working group be set up to consider the options and report back to full Council. The following was agreed:
21/01/5.01 Resolved
That a Working Group comprising of Cllrs Jefferys, O’Neill, Yarrow, Borda and Chris Pyburn be set up with a remit to consider the options to take forward the work on health and wellbeing in Newmarket and report back to full Council within 3 months.
The Mayor thanked Chris Pyburn for the presentation and he left the meeting.
21/01/6 Public Open Session
Resident, Douglas Hall, spoke to item 14 Newmarket Soapbox Derby 2021 and raised a number of questions regarding the accounts for 2019, responsibility for 2021 and funding.
The concerns raised would be considered at item 14.
21/01/7 Suffolk Constabulary
A report was not available
21/01/8 Councillor Reports
Suffolk County Council (SCC) – Cllr Hood reported that the monthly SCC report had been sent out.
West Suffolk Council (WSC) – Cllr Drummond – reported that work to repair drainage in the Grosvenor Yard car park would be carried out and that work would start on fixing the pot holes. In addition the date for the Newmarket Community Impact Assessment consultation had been delayed due to the pandemic. The planning application for 11 St Mary’s Square had been approved.
Cllr Soons – reported an increase of dog mess on the Studlands estate. It was noted that this was happening all over Town and was also a National issue. Free dog bags were available to be collected from the Memorial Hall, however with the Hall being closed, this was no longer possible. Suggestions for alternatives for issuing dog bags and to encourage using the dog bins, should be sent to the Town Clerk.
Ward – Cllr Hulbert reported that he had taken action along with West Suffolk and the police to successfully find alternative accommodation for 4 rough sleepers using the Guineas Bus Station and toilet block. West Suffolk have now cleaned up the mess left behind.
Cllr Yarrow reported that he had attended a Zoom meeting with Flagship regarding Icewell Hill flats on 14th January 2021 and they had been invited to give a presentation to the NNP Committee.
21/01/9 Announcements
The Mayor advised that in addition to normal Committee meetings and Working Groups his activities included the following:
31st December – welcomed Ben Bowles home from 31 marathons in 31 days.
18th January – attended the planting of Sakura Cherry trees near the Severals.
The Deputy Mayor had no activities to report.
21/01/10 To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 4th and 18th January 2021
The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 4th and 18th January 2021. There were no recommendations.
21/01/11 To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 4th January 2021
The Vice Chairman presented the minutes of the Community & Leisure Services Committee meeting held on 4th January 2021.
21/01/11.01 Resolved (CL/21/01/10.01 Recommendation)
That a Working Group be set up comprising of the Mayor, Town Clerk, Events Manager and Philippa Winter with a remit of recommending an alternative supplier for next year.
20/12/10.02 Resolved (CL/21/01.13.01 Recommendation)
That the planned event to be held in February 2021 be postponed and that a new date be agreed.
21/01/12 To Receive the Minutes and Consider any Recommendations from the Neighbourhood Plan Committee Meeting held on 11th January 2021
The Chairman of the Neighbourhood Plan Committee presented the report and recommendations from the Neighbourhood Plan Committee meeting held on 11th January 2021. There were no recommendations.
21/01/13 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.
21/01/13.01 Resolved (***H/21/01/10.01 Recommendation***)
That the Town Clerk, Chairman and Cllr Drummond review the agency contract for the cleaner and seek clarification on termination fees. That they be given delegated powers to appoint a permanent cleaner to cover future commitments.
21/1/13.02 Resolved (***H/21/01/11.01 Recommendation***)
That the requests for Staff training be approved.
21/01/14 To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 18th January 2021
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meetings held on 18th January 2021.
21/01/14.01 Resolved (F/21/01.6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/12/2020 – 31/12/2020 (Cash Book 1 – 4) be received and adopted.
21/01/14.02 Resolved ((F/21/01/9.01 Recommendation)
That the following transactions be made:
Virement of £2,537 from 4114/101 Other Projects/Reserves 20/21 to 4056/101 Legal Fees; virement of £7,000 from 4113/101 Rolling Capital Reserve 20/21 to 4056/101 Legal Fees; virement from 4026/101 Insurance at £2,971 & 4071/101 Publicity at £470.
21/01/14.03 Resolved (F/21/01/10.01 Recommendation)
That provision of a mobile phone for the PCSO be explored at a minimum cost.
21/01/14.04 Resolved (F/21/01/11.01 Recommendation)
That the NTC contribution to Discover Newmarket be continued with a contribution of £5,000 for 2021/22 and be reviewed next year.
21/01/14/.05 Resolved (F/21/01.13.01 Recommendation)
That the reviewed and amended Risk Management Scheme and Internal Controls document be received and adopted.
21/01/14.06 Resolved (F/21/01.13.02 Recommendation)
That the reviewed and amended Corporate Strategy be received and adopted.
21/01/14.07 Resolved (F/21/01/14.01 Recommendation)
That the annual membership subscription of £300 +VAT be renewed for 2021-2022 and that a presentation by the Suffolk Chamber of Commerce be made at a future date to F&P.
21/01/15 Newmarket Community Network
The Mayor advised that the Newmarket Community Network were meeting every 2 weeks and the last one was held on 18th January 2021. Requests to the helpline had increased and the procedures were coping well. NTC would provide further support if called to do so. It was noted that Newmarket Festival were continuing to provide funding and working with Churches Together to deliver food boxes. A request would be made for minutes to be taken at the next meeting.
21/01/16 Parking Working Groups
The Chairman of the Parking Working Group advised that there was nothing further to report as the Group had taken a break over Christmas and would start meetings again this week.
21/01/17 Clock Tower Project
Members were advised that three quotes were submitted and the following was agreed:
21/01/17.01 Resolved
That the quote from Pro-Scape for £48,335.15 be accepted for the Clock Tower Project.
A quote to provide first-year maintenance was considered and the following was agreed:
21/1/17.02 Resolved
That the quote from Pro-Scape for £1,440 to carry out 18 visits to maintain the planting at the Clock Tower be accepted and be reviewed after a year.
21/01/18 Newmarket Soapbox Derby 2021
Cllr Lay presented a report on the 2021 event and advised that monthly reports on activities and expenditure had been provided for the 2019 event. Accounts from 2019 were available on the website.
It was agreed that the queries raised under public open session would be investigated and a response issued. A discussion was held on whether to hold the event next year. A proposal was made to set up a Working Group to organise and manage the 2021 event and the following was agreed:
21/01/18.01 Resolved
That the event be held August 2021 if safe to do so, that a Working Group be set up with a remit to organise the event and an initial budget of £400 be awarded.
The Mayor invited Members to form a Working Group and the following was agreed:
21/01/18.02 Resolved
That a Working Group be set up comprising of Cllrs O’Neill, Drummond, Appleby, Borda and the Events Manager. That Douglas Hall be invited to join the Group.
21/01/19 Cherry Tree Project
Members were advised that 100 Cherry trees of 3 varieties had been delivered and that 13 planting areas had been identified. It was noted that the Jockey Club Estates had very kindly donated funds to resolve an issue. The following was agreed:
21/01/19.01 Resolved
That a letter of thanks be sent to the organiser of the project and to the Jockey Club Estates for their generous donation.
21/01/20 Correspondence
Letter of resignation from Cllr Bowen was noted.
A proposal to discuss an item of correspondence in the Public exempt part of the meeting was made and the following was agreed:
21/01/21 Exclusion of the Press & Public
With the vote being unanimous, it was:
21/01/21.01 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.
Press and Public left the meeting
21/01/22 ***Memorial Hall Update***
The Town Clerk advised councillors that an item of correspondence had been received, which due to its’ confidential nature was being raised in closed session. Councillors heard that the contents of the correspondence should be treated as confidential until told otherwise by the Town Clerk. An issue relating to a potential breach of confidentiality would be considered at the next meeting.
21/01/23 Date of the next virtual meeting
Monday 22nd February 2021.
Meeting closed at 7:37 pm
Signed: By the Chairman Date:22/02/2021