Full Town Council Minutes (Signed) 28-10-2019
Minutes of the Meeting of the Newmarket Town Council held on Monday 28th October 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 J Borda Councillor I Kirk
Councillor O Bowen Councillor J Lay
Councillor S Caesar Councillor C O’Neill
Councillor A Drummond Councillor R Yarrow
Councillor W Hirst
Also Present: Roberta Bennet – TCM, Cathy Whitaker – RFO, Christy Argyroudi – Events Manager, Julie Ashton – Minute Assistant Cllr Nobbs – West Suffolk, Cllr Starkey – East Cambs, William Gittus – Jockey Club Estates, 3 Members of the Press and 120 Members of the Public.
19/10/1 Fire safety briefing and announcement that proceedings may be filmed or recorded
The Mayor opened the meeting and welcomed the residents. TCM read out the Fire Safety Briefing and the Mayor advised that proceedings may be filmed or recorded.
19/10/2 Apologies for absence – LGA 1972, Section 85(1) & (2) and to welcome new Councillors
Apologies were received from Cllrs Anderson, De’Ath and Kerby. Cllr Appleby was absent.
The Mayor welcomed Cllr Kirk to the Council.
19/10/3 To receive an update form Inspector Mark Shipton
This item was deferred.
19/10/4 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
Cllrs Jefferys and O’Neill declared a nonpecuniary interest in item 12 and Cllr Kirk declared a nonpecuniary interest in item 14.
19/10/5 To receive and confirm the minutes of the public part of the Town Council meeting held on Monday 23rd September 2019 and any matter arising
The Town Mayor presented the minutes of the Town Council meeting held on Monday 23rd September 2019 and the following was agreed:
19/10/5.01 Resolved
That the minutes of the Town Council meeting held on Monday 23rd September 2019 be adopted and signed as a correct record by the Town Mayor.
There were no matters arising.
19/10/6 Public participation an invitation to members of the public to pub 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.
Mr Gittus advised that following the concerns raised by residents regarding planning application DC/19/1896/HYB the development plans had been put on hold. The plans would be reviewed taking the concerns raised into account along with advice from West Suffolk and any resulting changes would be put to a further public consultation before being submitted.
The Mayor clarified that although the application had not yet been withdrawn, it would not proceed any further at this stage. A proposal was made to ensure that any future application would go to public consultation and the following was agreed:
19/10/6.01 Resolved
That if the Jockey Club Estates resubmit an amended application, NTC would ensure that it be put to public consultation and scrutinised by the D&P Committee.
Residents complained that they had not received notices regarding the development and Cllr Drummond agreed to ensure that these would be issued in the future.
A resident asked if the tree belt that had been bulldozed would now be replanted. Mr Gittus advised that the felling of the trees were not related to the development of the site and planting would begin in November.
The Mayor advised that NTC were a consultee with a duty to represent resident views and that any final decisions would be made by West Suffolk. NTC also had a robust tree policy that encourages responsible tree management.
A resident advised that she had requested two trees that West Suffolk had felled in Edinburgh Road to be replaced, but the request had been ignored.
The Mayor proposed that item 12 be brought forward and the following was agreed:
19/10/6.02 Resolved
That item 12 be brought forward.
Cllrs Hood, Drummond, Jefferys and Kirk declared a nonpecuniary interest in the following item and did not vote.
19/10/7 To receive the minutes and consider any recommendations from the D&P committee meeting held on 7th & 21st October 2019
The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 7th & 21st October 2019.
19/10/12.01 Resolved (D/19/10/5.01 Recommendation)
That NTC objects to the application on the following grounds:
• Overdevelopment of the site
• Loss of biodiversity
• Highway safety
• Traffic and parking issues – access would be via narrow residential streets
A number of the public left the meeting.
19/10/8 Report from County Councillors
The Mayor advised that SCC were working to improve the provision of special needs services across Suffolk.
19/10/9 Report from District Councillors
None noted.
19/10/10 Ward reports from Town Councillors
None noted.
19/10/11 To receive reports from Town Councillors elected as representatives on other bodies
None noted.
19/10/12 To receive the Town Mayor’s and Deputy Mayor’s announcements
The Mayor’s itinerary for October included the following:
19/10/13 To receive the minutes and any recommendations from the Leisure Services Committee meeting held on 7th October 2019
The Mayor presented the report and recommendations from the Leisure Services Committee meeting held on 7th October 2019. There were no recommendations.
Cllr O’Neill declared a nonpecuniary interest in the following item and did not vote.
19/10/14 To receive the minutes and nay recommendations from the Community Services Committee meeting held on 14th October 2019.
The Vice Chairman of the Community Services Committee presented the report and recommendations from the Community Services Committee meeting held on 14th October 2019.
19/10/14.01 Resolved (C/19/10/14.01 Recommendation)
That the Clock Tower project be approved to commence next year and that additional funding be sought.
Members were advised that the upgrade to the PA system was not required at this time and the following was agreed:
19/10/14.02 Resolved
That resolution C/19/10/19.01 to upgrade the PA System be withdrawn.
19/10/15 To receive the minutes and any recommendations from the Human Resources Committee meeting held on 14th October 2019
The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 14th October 2019. There were no recommendations.
19/10/16 To receive the minutes and any recommendations from the Finance & Policy Committee meeting held on 21st October 2019
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 21st October 2019.
19/10/16.01 (F/19/10/6.01 Recommendation)
That the Terms of Reference of the F&P Committee be adopted.
The F&P Terms of Reference was not resolved and the following was agreed:
19/10/16.02 Resolved
That the F&P Terms of Reference be referred to full Council to debate the membership of the Committee.
19/10/16.02 Resolved (F/19/10/7.01 Recommendation)
That the ratification of the schedules of payments for the period 01/0/2019 – 30/09/2019 (Cash Book 1 and 2) be received and adopted.
19/10/16.03 Resolved (F/19/10/14.01 Recommendation)
That the Deed of Variation Document be received and adopted.
19/10/17 Car parking review
The Mayor advised that she was part of the task force for the West Suffolk parking review. A report would be submitted to the overview and scrutiny panel in the near future and residents were encouraged to send comments and views to the TCM.
19/10/18 Purple Tuesday – Project update
Members were 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. The event will be held on 11th November in the Guineas with 17 Charities being involved and all residents were invited to attend. Further information was available in the foyer.
19/10/19 Henry Cecil Open Weekend report
Cllr Starkey advised that the two weekends were a big success with good attendance rates and funds for charity were raised. A full report would be provided.
19/10/20 To receive the Soapbox Derby final accounts
The final accounts were circulated at the meeting and it was noted that NTC did not need to fund the event with £10,495.50 being received in sponsorship. Although there was an entrance fee it was free entry for children. The Chairman of the D&P Committee was given a round of applause and congratulated on his work to deliver this successful event.
19/10/21 Litter in Newmarket – Progress report
TCM advised that comments from residents had been passed to Public Health England but improvements were still required. The Mayor invited the public to put forward any suggestions which included to following:
• Have themed bins in the Memorial Gardens to encourage children
• Talk to the mothers in the Memorial Gardens
• Speak with vendors of fast food outlets
• PCSO to issue fines for littering
• Bring back the “Rubbish Friends” Group
TCM noted the suggestions which would be considered further.
19/10/22 Remembrance 2019 – To confirm the arrangements for 10th and 11th November 2019
TCM advised that wreaths would be laid at the War Memorial on 10th November at 01:45pm followed by a parade down the High Street to Tattersalls where a service would be held at 02:45. Refreshments would be served at the Bowls Club. A minutes silence would be held on 11th November at the War Memorial.
19/10/23 To agree to move the Twinning association bank account to Newmarket Town Council
TCM advised that NTC had taken over the arrangements for the Twinning Association following the standing down of the Association. The following was agreed:
19/10/23.01 Resolved
That the Twinning Association bank account be moved to NTC.
19/10/24 Casual vacancy – To Consider the procedure
TCM advised that there was a casual vacancy and an opportunity to co-opt a member. SALC advice was circulated along with an application form which were considered and the following was agreed:
19/10/24.01 Resolved
That the Casual Vacancy be advertised in the Newmarket Journal, online and on Social Media. That the applications be considered by full Council in the Public Exempt part of the meeting. A shortlist would be drawn if required.
19/10/25 To consider correspondence
The following correspondence was noted:
a. Rotary Club of Newmarket – the request for a plaque to mark 65 year of service to the community was considered and the following was agreed:
19/10/25.01 Resolved
That the request for a Rotary Club plaque be sited in a prominent position to mark 65 years of service to the community be supported in principle. That the Rotary Club be consulted on the preferred site for the plaque.
b. West Suffolk – Bin Day Changes
c. Regents Court residents meeting agenda
d. PCSO Report
e. Thank you Letter from Noel Byrne – Food & Drink Festival
f. Thank you Letter from Mayor Linda Gorton – Lexington visit
g. Email from Cllr Robin Millar regarding boundary changes which were available on the SCC website
19/10/26 Exclusion of the press & public
With the vote being unanimous, it was:
19/10/26.01 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
19/10/27 ***Staff update***
TCM advised that the Administrator had moved on to another post and the vacancy would be covered by agency staff until the new TCM was in post.
The Cleaner had retired and NTC would revert to using a cleaning contract.
Interviews had been held for the Caretaker post and a second interview would be held tomorrow.
The apprenticeship was nearing the end and a new position would be advertised in the Spring.
Three credible applications had been received for the TCM post and interviews held. Members considered the recommendation to appoint the successful candidate and the following was agreed:
19/10/27.01 Resolved
That the post of TCM be offered to the successful candidate. That if the offer is not accepted, the post would be covered by a locum with assistance from the RFO.
The Mayor advised that this was the last meeting that the current TCM would attend as she would be leaving on 31st October 2019. The Mayor gave the TCM huge thanks for her tremendous work and all that she had achieved. A gift of flowers were presented along with best wishes for the future.
Refreshments would be served after the meeting.
19/10/28 Date of the next meeting of the Town Council
Monday 25th November 2019
Meeting closed at 7:52pm
Signed : __________________ Date : ____________________