Full Town Council Minutes (Signed) 25-02-2019
Minutes of the Meeting of the Newmarket Town Council held on Monday 25th February 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 A Appleby Councillor J Lay
Councillor J Berry Councillor J Morrey
Councillor J Clarke Councillor R Nobbs
Councillor A Drummond Councillor C O’Neill
Councillor W Hirst Councillor J Wadham
Councillor P Hulbert Councillor P Winter
Also Present: Roberta Bennett – TCM, Julie Ashton – Minute Assistant, 1 Member of the Press, William Gittas – Newmarket Horseman’s Group, 3 CAB Representatives, Emma Gant – Life Craft, 3 Charitable Giving Representatives and 3 Members of the Public.
19/02/1 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.
19/02/2 Apologies for absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Hudson and Starkey. Cllrs Anderson and Wright were absent.
19/02/3 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.
Cllrs Berry and Wadham joined the meeting.
The Mayor suspended the meeting and Cllr O’Neill and the Mayor left the meeting.
The Mayor and Cllr O’Neill returned to the meeting and the Mayor read out the following statement:
“A complaint had been received regarding the behaviour of Cllr O’Neill and it had been referred to the Monitoring Officer. The Monitoring Officer and an Independent person determined that Cllr O’Neill had breached the Code of Conduct and had advised that Cllr O’Neill should apologise to Cllr Drummond,
The Mayor and the Council. Cllr O’Neill refused to follow the Monitoring Officer’s advice. The Mayor advised that a further complaint against Cllr O’Neill’s behaviour would be made to the Monitoring Officer. ”
19/02/4 To receive and confirm the minutes of the public part of the Town Council meeting held on Monday 28th January 2019 and any matters arising.
The Town Mayor presented the minutes of the Town Council meeting held on Monday 28th January 2019 and the following was agreed:
19/02/4.01 Resolved
That the minutes of the Town Council meeting held on Monday 28th January 2019 be adopted and signed as a correct record by the Town Mayor.
There were no matters arising.
19/02/5 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.
None noted.
The Mayor proposed that item 20 CAB Grant be brought forward to follow item 8 and the following was agreed:
19/02/5.01 Resolved
That item 20 CAB Grant be brought forward to follow item 8.
Cllr Morrey declared a nonpecuniary interest in the following item and did not vote. A member of the public joined the meeting.
19/02/6 To receive an update on highways matters.
William Gittas gave a presentation on the work that the Newmarket
Horseman’s Group had been doing to persuade SCC Highways not to accept the traffic growth figures supplied by Lord Derby’s Hatchfield Farm development consultants as they were based on flawed modelling. The Newmarket Horseman’s Group had used a different model to forecast traffic growth which showed that traffic in Newmarket would come to a standstill if the planned development was approved.
The Mayor thanked Mr Gittas for the update and the following was agreed:
19/02/5.01 Resolved
That a letter be sent to SCC Highways to inform them that the model to forecast the traffic growth figures supplied by the Hatchfield Farm traffic consultants was flawed. That NTC supported the figures supplied by the Newmarket Horseman’s Group.
Mr Gittas left the meeting
19/02/7 To receive an introduction from Life Craft.
Emma Gant – Project Manager of the Life Craft Charity located in Hills Road Cambridge would be bringing their services to Newmarket to provide mental health support and social activities. They would be renting the Pavilion on the Severals every Wednesday and Thursday 12:00 – 3:30pm for a period of 3 months. The first session would involve an informal art group with soup and sandwiches being served. An article would be placed in the Journal and referrals could be made from GPs, Racing Welfare or self-referrals.
The Mayor thanked Emma for her update and advised that the TCM were supported of this initiative would post the details of the service on the NTC website.
19/02/8 To receive an update on charitable giving.
Two representatives gave an update on an alternative charitable giving scheme to be launched in Newmarket which would be similar to the scheme in Bury St Edmunds to support the homeless. Cllr Drummond advised that NTC had worked with the BID to support a similar Cambridge charity and had arranged for collection tins to be located in local shops.
The Mayor thanked the representatives and the following was agreed:
19/02/8.01 Resolved
That NTC support the alternative charitable giving scheme initiative.
The representatives thanked the Council for their support and would provide an update on the launch of the scheme in the near future.
The representatives and Emma Gant left the meeting.
Cllr Hirst declared a nonpecuniary interest in the following item and did not vote.
19/02/9 To consider awarding a grand to Newmarket CAB.
The Secretary of the Newmarket CAB presented a report on the work that they completed in 2017/18. The Mayor requested an update on governance and in particular whether any Trustees had held more than two 3 year terms, which it was confirmed they had, and more than four 3 year terms in some cases. The CAB had been left a considerable legacy which was held in reserve and 40% of it would be used to fund the move to Foley house later in the year. It was noted that the work of the CAB had wide support. The request for a grant to be awarded was considered and the following was agreed:
19/02/9.01 Resolved
That NTC continue to support the CAB and award a grant of £3,000
3 CAB Representatives left the meeting
19/02/10 Report from County Councillors.
The Mayor advised that a report had been circulated to Members and it had highlighted the improvement to the Suffolk school exam results to above the National average, as well as the new approach to supporting SEND children and young people.
19/02/11 Report from District Councillors.
None noted.
19/02/12 To receive an update on Newmarket Vision.
TCM advised that a meeting had been held by the Transport Group and they had looked at the car parking strategy. In order for the strategy to be taken forward it would need to be adopted by an appropriate body and the TCM would refer it to West Suffolk to take forward.
19/02/13 Ward reports from Town Councillors.
Cllr Hulbert advised that he and Cllrs Hirst and Jefferys had met with Flagship at a site meeting to look at the issues at the flats. They also raised the concern of the lack of presence of Flagship staff at the FHDC office. Flagship had taken the issues raised on board and would provide an update.
Cllr Drummond advised that he had received a complaint from a resident regarding cars parked in Guineas Close preventing businesses from parking. Cllr Hood would take the issue to SCC Highways.
Cllr Berry praised the recent work of SCC Highways for the work they had carried out to improve the horsewalks.
19/02/14 To receive reports from Town Councillors elected as representatives on other bodies.
None noted
19/02/15 To receive the town Mayor’s and deputy Mayor’s announcements.
The Mayor reported the following:
29th January: Attended a meeting with Paul West regarding NVSG.
1st February: Attended a meeting with Will Wright, West Suffolk regarding his Families and Communities Portfolio
9th February: Attended a consultation for the Newmarket Neighbourhood Plan at the Newmarket Library.
11th February: Attended a meeting with Noel Byrne regarding Rutland Hotel Restoration.
14th February: Attended the Opening of the “First Woman Exhibition” at Palace House.
15th February: Attended Palace house with Baroness Boothroyd. Attended the Dementia Meeting at the Newmarket Town Council. Attended a meeting with Bridge of Hope Chief Executive.
19th February: Attended the opening of the Racing Welfare Sporting memories launch.
21st February: Attended the NV Transport Group. Attended Links East meeting regarding China and trade in the region.
Throughout the month, the Mayor has also attended numerous meetings at Palace House/ National Heritage Centre and various Suffolk County Council meetings.
The Deputy Mayor reported the following:
30th January: Attended a meeting with the organisers of the Great Dunmow Soapbox race.
5th February: Attended a meeting with the Mayor of Bury St Edmunds
7th February: Attended a meeting with the Town Council Manager regarding the Soapbox race.
10th February: Attended a meeting with the Mayor of Ipswich 11th February: Attended a meeting with St Mary’s Vicar.
13th February: Attended a meeting to consider C.A.B
14th February: Attended the Opening of the “First Woman Exhibition” at the Palace House.
15th February: Attended the Dementia Meeting at the Newmarket Town Council.
19th February: Attended a meeting with the producers of the Newmarket Soapbox website in Thetford.
20th February: Attended a meeting at Tattersalls.
25th February: Attended a meeting of Animal Health Trust with Vivian Thomas.
19/02/16 To receive the minutes and consider any recommendations from the D&P committee meeting held on 4th and 18th February 2019.
The Chairman of the Development and Planning Committee presented the report and recommendations from the Development & Planning Committee meeting held on 4th and 18th February 2019.
A member of the public left the meeting.
19/02/17 To receive the minutes and any recommendations from the Leisure Services committee meeting held on 4th February 2019.
The Mayor presented the report and recommendations from the Leisure Services Committee meeting held on 4th February 2019. There were no recommendations.
19/02/17.01 Resolved (L/19/02/.01 Recommendation)
That Vivo Outdoor Fitness be given permission to use the Severals to hold fitness classes on Monday, Wednesday and Friday evenings from 6:00 – 7:00pm for a fee of £10 per session from the beginning of March 2019. The arrangement would be reviewed in 6 months and an update would be given to the Committee from Vivo. That the offer of a discount of 10% for NTC staff and Cllrs be withdrawn.
19/02/18 To receive the minutes and any recommendations from the Community Services committee meeting held on 11th February 2019.
The Mayor presented the report and recommendations from the Community Services Committee meeting held on 11th February 2019.
19/02/18.01 Resolved (C/19/02/11.01 Recommendation)
That the proposed increase to the Newmarket Cemetery fees be adopted to bring the prices in line with West Suffolk.
19/02/18.02 Resolved (C/19/02/12.01 Recommendation)
That the quote from FA Valiant & Son Ltd for £13,300 +VAT be accepted to repair the Memorial Gardens wall and to install a sensory wall.
19/02/18.03 Resolved (C/19/02/13.01 Recommendation)
That tenders be sought from 3 contractors to carry out the work for the Clock Tower project.
19/02/19 To receive the public part of the minutes and any recommendations from the Human Resources committee meeting held on 11th February 2019.
The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 11th February 2019. There were no recommendations.
19/02/20 To receive the minutes and any recommendations from the Finance & Policy committee meeting held on 21st January 2019.
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 21st January 2019.
An amendment was made to remove Cllr Hulbert from the list of attendance and subject to the amendment being made, the following was agreed:
19/02/20.01 Resolved (F/19/02/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/01/2019
– 31/01/2019 (Cash Book 1, 2 and 4) be received and adopted.
19/02/20.02 Resolved (F/19/0/11.01 Recommendation)
That the safety inspection reports be scrutinised and signed off at each full Council meeting.
19/02/21 Weekly safety checklists.
TCM advised that the health and safety playground inspection reports would go to the Finance & Policy Committee for scrutiny and sign off on a monthly basis.
19/02/22 To receive an update on the PCSO.
TCM advised that the PCSO would start 1st April 2019 and that training had commenced.
19/02/23 To receive a verbal update on the neighbourhood plan.
The Mayor advised that the consultation had finished and the comments were being collated and reviewed. There had been a good take up on the consultation.
19/02/24 To receive a verbal update on travellers.
No further update was available.
19/02/25 To receive a verbal update on Foley house.
TCM advised that plans were progressing to the second stage and the following was agreed:
19/02/25.01 Resolved
That SCC be invited to attend the next Full Council meeting, on the 25th March 2019, to provide an update on the plans for Foley House.
19/02/26 To discuss Queensbury Lodge.
No update was available.
19/02/27 To discuss flagship planning application – DC/18/2495/FUL – Windsor road/Valley way.
Members were advised that the D&P Committee had objected to the application on the size of the access road and no footpath. SCC had confirmed that the access road was wide enough and negotiations had been held with Flagship and a footpath would be provided with markings to differentiate it from the road.
The following was agreed:
19/02/27.01 Resolved
That the objection to planning application DC/18/2495/FUL be withdrawn.
19/02/28 To receive an planning update on Palace Cottage.
The Mayor advised that the property was owned by FHDC and West Suffolk and they were going to refurbish it with a view to renting it out. However, it had long been felt that the building should be used as a Town Museum and Archive.
19/02/29 Taxis – To consider parking issues.
TCM advised that taxis were continuing to cause issues which were being reported to FHDC Licensing. Members were advised that there was a sign in the parking bay of the White Hart allowing taxis to park on double yellow lines. It was not known who had put up the sign or for how long it had been there. It was agreed that the TCM would meet West Suffolk in licensing and report back.
19/02/30 To receive a verbal update on speed activated signs.
TCM advised that SCC Highways had advised that the speed signs would not be suitable for Birdcage Walk. The signs had been used in Moulton Road and Fitzroy Street and the data may provide evidence to request a speed reduction in Fitzroy Street. The signs would next be sited on both sides of Bury Road.
19/02/31 To consider lost property in Newmarket.
The Mayor advised that the Police were no longer providing a lost property service and proposed that NTC to take on this role. The following was agreed:
19/02/29.01 Resolved
That NTC take on the role of providing a lost property service subject to confirmation from the insurance provider and an appropriate Newmarket Town Council policy being adopted.
19/02/32 To receive a verbal update on the clock tower roundabout.
Members were advised that the work had gone out to tender.
19/02/33 To receive a verbal update on Twinning.
TCM advised that she would be contacting the Chairman of the Committee to request a handover. The favoured date for the next exchange for Newmarket to visit France was 8th & 9th June 2019.
19/02/34 To receive a verbal update on Newmarket Soap Box Race.
Members were advised that the website should be completed by the middle of next month and that confirmation of entries from the Army and RAF had been received.
19/02/35 To receive an update on Newmarket Memorial Gardens.
Members were advised that the project was on target and that invitations would be sent out in the near future.
19/02/36 Play area SLA.
TCM advised that Cllr Drummond had secured a play area SLA to be in place from 1st April 2019 providing a monthly audit at no charge and the following was agreed:
19/02/36.01 Resolved
That the Play Area SLA be received and adopted for the period 1st April 2019 – 31st March 2021.
19/02/37 To consider correspondence.
None noted.
19/02/38 Date of the next meeting of the Town Council.
Monday 25th March 2019 Meeting closed at 7:38pm
Signed : Date :