Full Town Council Minutes (Signed) 25-11-2019
Minutes of the Meeting of the Newmarket Town Council held on Monday 25th November 2019 at 6:00 pm
at the Memorial Hall, High Street, Newmarket, Suffolk, CB8 8JP
Attendance:
Councillor R Hood (Town Mayor) Councillor A Drummond
Councillor M Ali Councillor M Jefferys
Councillor Appleby Councillor P Hulbert
Councillor J Borda Councillor T Kerby
Councillor O Bowen Councillor I Kirk
Councillor S Caesar Councillor C O’Neill
Councillor J De’Ath Councillor R Yarrow
Also Present: Deborah Sarson – Acting TCM, Cathy Whitaker – RFO, Christy Argyroudi – Events Manager, Julie Ashton – Minute Assistant Cllr Sharp – East Cambs, Inspector Shipton – Suffolk Constabulary, Sandra Easom – Newmarket History Society, 1 Member of the Press and 5 Members of the Public.
19/11/1 Fire safety briefing and announcement that proceedings may be filmed or recorded
The Mayor opened the meeting read out the Fire Safety Briefing and the announcement that proceedings may be filmed or recorded.
19/11/2 Apologies for absence– LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Anderson, Hirst and Lay.
19/11/3 To receive an update from Inspector Mark Shipton
This item was deferred.
19/11/4 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
The Mayor declared a pecuniary interest in item 12.
19/11/5 To receive and confirm the minutes of the public part of the Town Council meeting held on Monday 28th October 2019 and any matter arising
The Town Mayor presented the minutes of the Town Council meeting held on Monday 28th October 2019 and the following amendments were made:
Inspector Shipton joined the meeting.
Page 1 – 19/10/3 – Typo changed to read “Mark”
Page 2 – 19/10/4 – Cllr O’Neil was changed to Cllr Kirk
Page 3 – 19/10/7 – Cllr O’Neill was changed to Cllr Kirk
Page 3 – 19/10/14 – Cllr O’Neill was changed to Cllr Kirk
Page 6 – 19/10/24 – Typo changed to read “Procedure”
Subject to the amendments being made, the following was agreed:
19/11/5.01 Resolved
That the minutes of the Town Council meeting held on Monday 28th October 2019 be adopted and signed as a correct record by the Town Mayor.
It was agreed that the minutes would be amended and a clean copy printed for signing after the meeting.
The Mayor proposed that item 3 be revisited and the following was agreed:
19/11/5.02 Resolved
That item 3 be revisited.
19/11/6 To receive an update from Inspector Mark Shipton
Inspector Shipton gave an update on the work of the Police to tackle the antisocial behaviour issues and although there were still areas of concern they were less than what those experienced in the summer. There were continuing issues at Newmarket Academy and the Guineas and pulse patrols were continuing at key times and had included 250 hours of foot patrols. The core group of youths had been risk assessed and a number had been rated as being red. Further arrests would be made and referred to the Youth Justice Services.
An inquiry was made regarding the status of the Newmarket Police station. Inspector Shipton advised that it was an operational base but not open to the public.
The Mayor asked for an update on the disturbance in Palace Street at the weekend. Inspector Shipton advised that a report of fighting had been received but no weapons were found and there were no reported victims.
Cllr Borda joined the meeting.
A resident advised that he had intervened in an incident outside of the Post Office where a group of youths had been beating up two younger youths. The incident had not been reported and it was suggested that CCTV footage should be reviewed.
Inspector Shipton was asked about the ID of Newmarket Police and the Twitter account using Mildenhall Police. Members were advised that there was a Mildenhall hub which was previously known as Forest Heath and a suggestion to change the name would need to be addressed to a higher authority.
An inquiry was made regarding the youths being involved with drugs and Inspector Shipton confirmed that drugs were not the issue.
Members were advised that a father had found a card in his daughter’s wallet offering drugs with a contact number. Inspector Shipton was not aware of this and advised that the matter should be reported. He stressed that the activities of the Police were intelligence led and that all incidents should be reported.
The Mayor thanked Inspector Shipton for the update and he left the meeting.
19/11/7 Matters arising from the minutes of the public part of the Town Council meeting held on Monday 28th October 2019
Page 4 – 19/10/16.02 Resolved – The Mayor advised that the Terms of Reference for the F&P Committee had not been added to the agenda as there had been a clerical error in the membership of this Committee and that Vice Chairman were included and could vote in the absence of the relevant Chairman.
After further debate, the following was agreed:
19/11/5.01 Resolved
That an item to amend Standing Orders regarding membership of Committees be added to the agenda of the meeting scheduled to be held on 27th January 2020. That a workshop meeting be held in February for all members to discuss Standing Orders, and Committee memberships in relation to Chairmen and Vice Chairmen.
Page 5 – 19/10/19 – The Mayor advised that the report from the Henry Cecil open weekend had not been received and the RFO was asked to chase this up.
Page 5 – 19/10/21 – The Mayor advised that little progress was being made regarding litter in Newmarket and this issue would be added to the agenda of the Community Services Committee.
Page 6 – 19/10/25 – Suggestions for where the Rotary Club would like to site a commemorative plaque were still awaited.
19/11/8 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 student advised that a sponsored read-a-thon was being held to raise funds for a legacy for an English teacher who had recently died and the sponsorship form was passed around the members.
A resident requested that NTC help her to lobby West Suffolk to replace the trees that were removed from Edinburgh Road 7 years ago. It transpired that SCC were responsible for these trees rather than West Suffolk Council and the Mayor offered to meet the resident and agreed to take this issue forward with SCC.
The Mayor proposed that items 17, 18 and 21 be brought forward and the following was agreed:
19/11/8.01 Resolved
That items 17, 18 and 21 be brought forward.
19/11/9 Street naming – To consider street naming proposals for the Brickfield Stud development
Alison Hayes advised that she had researched alternative names that had historic links to Newmarket which would be more appropriate.
The acting TCM advised that the street naming proposals had been put forward by the developers and that that there were 21 days to propose alternatives which would need to meet the West Suffolk Street naming policy.
A member of the public left the meeting.
The alternatives were considered and were found to be more appropriate and the following was agreed:
19/11/9.01 Resolved
That the details of the proposed alternative Street names be sent to the Acting TCM for her to submit to West Suffolk.
19/11/10 Newmarket recycling centre – to consider supporting the campaign by Peter Cresswell to lobby relevant authorities to re-open the Newmarket recycling centre
Cllr Sharp (ECDC) – advised that he was willing to work collaboratively with SCC (Cllr Hood had already raised this issue at SCC) and asked if NTC would support the campaign to re-open the Newmarket Recycling Centre and the following was agreed:
19/11/10.01 Resolved
That NTC supports the Peter Cresswell campaign to lobby relevant authorities to re-open the Newmarket Recycling Centre.
19/11/10.02 Resolved
That a Working Group be set up comprising of Cllrs Ali, Bowen, Caesar, Drummond, Hood, Hulbert Kerby, Kirk, Jefferys and O’Neill with the remit of working with all relevant authorities and the community to facilitate the replacement of the recycling centre in Newmarket.
Cllr Sharp left the meeting
19/11/11 To consider a proposal for a Newmarket bombing remembrance memorial to commemorate those who died during the bombing.
Sandra Easom – Newmarket History Society gave an update on the project and asked if NTC would support the plans for an exhibition in the Memorial Hall February 2020 and a bigger event in 2021 to include a new Memorial. Details such as design, location and cost yet to be determined. Members considered the request and the following was agreed:
19/11/11.01 Resolved
That NTC fully supports the project for a Newmarket Bombing Remembrance Memorial and that a budget of a £1000 be allocated to start the fund raising.
It was noted that this would be a Community project and the following was agreed:
19/11/11.02 Resolved
That a Working Group be set up chaired jointly by Sandra Easom and the Chairman of the Community Services to include Alison Hayes and local residents.
Sandra Easom and a member of the public left the meeting.
19/11/12 Report from County Councillors
The SCC October 2019 monthly report was distributed by the Mayor at the meeting.
19/11/13 Report from District Councillors
None noted.
19/11/14 Ward reports from the Town Councillors
Cllr Yarrow advised that the information regarding the recent changes for bin collections was confusing and the Acting TCM agreed to take this up with West Suffolk.
Cllr Yarrow advised that the meeting with Flagship Housing and residents at Regents Court had been positive. A housing officer would be visiting each week to re-establish a sense of community.
19/11/15 To receive reports from Town Councillors elected as representatives on other bodies
None noted.
19/11/16 To receive the Town Mayor’s and Deputy Mayor’s announcements
The Mayor’s itinerary for September, October and November included the following:
25/09/2019 – Parking strategy meeting at West Suffolk also with meetings held in October and November
27/09/2019 – Meeting at West Suffolk regarding Queensbury Lodge
30/09/2019 – Purple Tuesday meeting also meetings held in October and November
02/10/2019 – Meeting with Police regarding ASB
11/010/2019 – Attended the opening of the Sir Peter O’Sullivan House and tour of parking facilities in Newmarket
14/10/2019 – Attended the Sea Cadets’ Awards Evening
25/10/2019 – Attended the Silver Sunday event at the Memorial Hall
07/11/2019 – Attended the Heaven Awaits Licence hearing at West Suffolk
08/11/2019 – Meeting with Jill Korwin regarding the cinema in Newmarket
10/11/2019 & 11/11/2019 – Attended the Remembrance Services, including Exning Remembrance Service
12/11/2019 – Attended the Purple Tuesday event and opening of the Racing Welfare Summerhill House home in the presence of HRH The Princess Royal
14/11/5019 – Attended a Neighbourhood Plan meeting at West Suffolk regarding the Referendum
15/11/2019 – Attended and helped with the BID Christmas Lights Switch On in the High Street
19/11/17 To receive the minutes and consider any recommendations from the D&P committee meeting held on 4th & 18th November 2019
The Mayor presented the report and recommendations from the Development & Planning Committee meeting held on 4th November 2019
19/11/17.01 Resolved (D/19/11/7.01 Recommendation)
That the draft D&P budget for 20/21 be deferred until the split of costs for the Neighbourhood Plan Referendum are confirmed. That a draft leaflet to advertise the Referendum be produced.
The Mayor declared a pecuniary interest in the following item and left the meeting.
Cllr Drummond presented the report and recommendations from the Development & Planning Committee meeting held on 18th November 2019. It was noted that minute no. D/19/11/24.04 was incorrect and the reasons for objection had been updated and would be approved as a correct record at the next meeting of the committee.
19/11/17.01 Resolved (D/19/11/23.01 Recommendation)
That the amended draft budget for the D&P Committee be received and adopted.
19/11/18 To receive the minutes and any recommendations from the Leisure Services Committee meeting held on 4th November 2019
The Mayor presented the report and recommendations from the Leisure Services Committee meeting held on 4th November 2019.
With respect to the Newmarket Bombing Remembrance Exhibition, it was
19/11/18.01 Resolved (L/19/11/7.01 Recommendation)
That Newmarket History Society be allowed to use the Memorial Hall for a commemorative event for three days to include the 18th February 2020 free of charge.
19/11/18.02 Resolved (L/19/11/7.02 Recommendation)
That NTC support a bigger event to be held in 2021 in principle.
19/11/18.03 Resolved (L/19/11/19.01 Recommendation)
That the hire fees for Newmarket Venues remain unchanged for the next financial year 2020/2021.
19/11/19 To receive the minutes and any recommendations from the Community Services Committee meeting held on 11th November 2019.
The Chairman of the Community Services Committee presented the report and recommendations from the Community Services Committee meeting held on 11th November 2019.
It was noted that Cllr Kirk had been in attendance at this meeting.
Page 3 C/19/19.01 Resolved – it was noted that the price for the CCTV could not be renegotiated, however West Suffolk Council had agreed to make up the difference from the NTC contribution of £1000 + VAT.
19/11/14.01 Resolved (C/19/11/6.01 Recommendation)
That the draft budget for 20/21 be received and adopted.
19/11/20 To receive the minutes and any recommendations from the Human Resources Committee meeting held on 11th November 2019
The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 11th November 2019. There were no Recommendations.
19/11/21 To receive the minutes and any recommendations from the Finance & Policy committee meeting held on 18th November 2019
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 18th November 2019.
19/11/16.01 (F/19/11/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/10/2019 – 31/10/2019 (Cash Book 1 and 2) be received and adopted.
A proposal was made to move the next item to the Public Exempt part of the meeting and the following was agreed:
19/11/21.01 Resolved
That the item for the Memorial Gardens Snack Shack be moved to the Public Exempt part of the meeting.
19/11/22 To consider the Cambridgeshire and Peterborough minerals and waste local plan consultation 15th November 2019 to 09 January 2020
The consultation was noted.
A member of the public left the meeting.
19/11/23 To discuss the decline of Newmarket market, management issues and lack of reporting
As the councillor who proposed this item was not in attendance, discussion was deferred to the next meeting of Full Council.
19/11/24 Committee membership – to consider a request by Cllr Kirk to join the D&P, Leisure Services and Community Services committees
The request was considered and the following was agreed:
19/11/24.01 Resolved
That Cllr Kirk be appointed as a member of the D&P, Leisure Services and Community Services Committees.
19/11/25 To consider correspondence
The following correspondence was noted:
a. Suffolk Fly Tipping campaign
19/11/26 Co-option procedure
Acting TCM presented the co-option procedure and advised that the two candidates whose co-option applications had been received would be invited to speak at the Full Council meeting to be held on 16th December 2019. Voting would be in accordance with Standing Orders. A set of 5 questions would be put to both candidates and members were asked to send questions to the Acting TCM by 6th December 2019. Acting TCM and Cllr Kerby would collaborate on the question selection process.
The Events Manager joined the meeting.
19/11/27 Exclusion of the press & public
With the vote being unanimous, it was:
19/11/27.01 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 Press and Public left the meeting
19/11/28 ***Carnival 2020**
A verbal report was given following the meeting with the organisers of the 2019 Carnival and amongst other issues, the request to provide bank statements to collaborate their financial reporting had been refused by the organisers. The following was agreed:
19/11/28.01 Resolved
That NTC takes over the responsibility for organising the Carnival 2020 and that any request from the previous organisers to host an event in June 2020 be refused. That notice be served to end the contract to organise the Newmarket Carnival and that the retained sum of £1,500 be returned to NTC or evidence of the benefiting Charities be provided.
The Events Manager left the meeting.
19/11/29 ***Memorial gardens snack shack ***
The Town Mayor advised that the hut had been vandalised and that the matter had been fully investigated.
19/11/30 ***Staff update***
Acting TCM advised that interviews had been held for the Administrator post and the post had been offered to the preferred candidate. The offer had been accepted and the post would be filled on Monday 2nd December 2019.
Acting TCM advised that she was also a locum at another Council and was currently covering 2 days at NTC. She was now in a position to increase this to 3 days. The offer was considered and the following was agreed:
19/11/30.01 Resolved
That the offer from the Acting TCM to increase her hours to 3 days per week, with hours to be flexible around the needs of the council, be accepted.
19/11/31 Date of the next meeting of the Town Council
Monday 16th December 2019
Meeting closed at 8:37pm
Signed : __________________ Date : ____________________