Full Town Council Minutes (Signed) 27-01-2020
Minutes of the Meeting of the Newmarket Town Council
held on Monday 27th January 2020 at 6:00 pm
at the Memorial Hall, High Street, Newmarket, Suffolk, CB8 8JP
Attendance:
Councillor J Lay (Deputy Town Mayor) Councillor Y Fitzgerald
Councillor M Ali Councillor W Hirst
Councillor Appleby Councillor M Jefferys
Councillor J Borda Councillor T Kerby
Councillor O Bowen Councillor I Kirk
Councillor S Caesar Councillor C O’Neill
Councillor A Drummond Councillor R Yarrow
Also Present: Deborah Sarson – Acting TCM, Cathy Whitaker – RFO, Julie Ashton – Minute Assistant, Inspector Shipton – Suffolk Constabulary, 2 Representatives from All Saints Church – Cornerstone Project, Sophie Able – Racecourse, 3 Members of the Press and 1 Member of the Public
Minute
In the absence of the Town Mayor, the Deputy Mayor chaired the meeting
20/01/1
FIRE SAFETY BRIEFING AND ANNOUNCEMENT THAT PROCEEDINGS MAY BE FILMED OR RECORDED
The Deputy Mayor opened the meeting and read out the Fire Safety Briefing and the announcement that proceedings may be filmed or recorded and asked whether anyone intended to record the meeting; nobody did.
20/01/2
APOLOGIES FOR ABSENCE – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs De’Ath, Hood and Hulbert. Cllr Anderson was absent.
20/01/3
TO RECEIVE AN UPDATE FROM INSPECTOR MARK SHIPTON
Inspector Shipton gave an update on recent Police activities and advised that the murder last week was not a threat to the general public. There had been an issue with 2 persistent beggars in the High Street and action had been taken. A group of youths had been hanging out at Warren Hill and there had been a couple of robberies on the Yellow Brick Road. Both areas would be monitored by patrols including non-uniformed officers. The antisocial issues in Newmarket caused by a group of youths named the Op Brandon Group had been relatively quiet with 1 arrest and 1 awaiting a court appearance. There had also been a drug related arrest at the weekend.
Cllr Bowen joined the meeting.
Inspector Shipton was thanked for the update and the proactive action taken on the Yellow Brick Road. NTC were committed to making it safer for everyone. The 100 penalty notices that had been issued by the PCSO were noted.
The Deputy Mayor thanked Inspector Shipton for the work of his team which was much appreciated and he left the meeting.
A Member of the Press joined the meeting.
20/01/4
DECLARATION OF MEMBER’S INTERESTS AND TO REMIND COUNCILLORS OF THE NEED TO KEEP UP TO DATE THEIR REGISTER OF MEMBER’S INTERESTS AND TO CONSIDER ANY REQUESTS RECEIVED FOR MEMBERS DISPENSATION
Cllr Borda declared a nonpecuniary interest in item 6.
The Acting TCM advised that she had issued hard copies of Members declaration forms and a blank form to declare any new interests if necessary which needed to be completed, signed and returned as soon as possible.
The Deputy Mayor proposed that agenda items 6 & 14 be brought forward and the following was agreed:
20/01/4.01 Resolved
That agenda items 6 & 14 be brought forward.
20/01/5
CORNERSTONE PROJECT PRESENTATION
The Chairman of the Cornerstone redevelopment project at All Saints Church spoke about the project which included a short video on the vision of the project.
The project aimed to open up the facilities for the community and to encourage more community groups. The project included a new entrance accessible by all, removing the pews and replacing them with modern chairs to make better use of the space. New meeting rooms, kitchen and a lift to the upper floor where there would be a gallery. New disabled toilets and a Changing Places accessible toilet would be available for the community to use which would have its own door accessed by a key.
Funding for the whole project would be via a number of sources with more information available on the website www.allsaintsnewmarket.org. A request was made for NTC to consider funding the capital provision of the Changing Places accessible toilet which would be available to the whole of the community at a cost of £19.5K and covering the annual revenue costs of cleaning and maintenance when next budget setting. The Deputy Mayor advised that the budgets for next year had already been set but as this was a valuable additional community facility, this item would be passed to the Community Services Committee to consider and the following was agreed:
20/01/5.01 Resolved
That NTC fully supports the Cornerstone Project and that the request be passed to the Community Services Committee to consider funding the capital provision of the Changing Places accessible toilet which would be available to the whole of the community at a cost of £19.5K and covering the annual revenue costs of cleaning and maintenance in the 21/22 budget, subject to legal confirmation of authority to spend.
The Deputy Mayor gave thanks for the presentation and the two representatives left the meeting.
20/01/6
PCSO MONTHLY REPORT AND ANTI SOCIAL BEHAVIOUR AT THE RAILWAY STATION
The PCSO monthly report for December 2019 was received and noted.
Sophie Able from the Racecourse advised that they were keen to find solutions to the issues raised by residents on race days/nights. They were talking with the Police and Network Rail to look at the provision of toilets, rubbish bins and security. All options would be looked at with solutions being implemented before the start of the season in April 2020.
The Deputy Mayor suggested that Cllr Kerby should join the group looking at the options and the following was agreed:
20/01/6.01 Resolved
That Cllr Kerby joins the Racecourse Group looking at the options to mitigate antisocial behaviour following race meetings.
Sophie welcomed the addition of Cllr Kerby to the Group and advised she would report back to Council in the near future and she left the meeting.
20/01/7
TO RECEIVE AND CONFIRM THE MINUTES OF THE TOWN COUNCIL MEETING HELD ON MONDAY 16TH DECEMBER 2019 AND ANY MATTERS ARISING
The Deputy Mayor presented the minutes of the Town Council meeting held on Monday 16th December 2019 and the following was agreed:
20/01/7.01 Resolved
That the minutes of the Town Council meeting held on Monday 16th December 2019 be adopted and signed as a correct record by the Town Mayor.
Matters arising:
Page 3 – 19/12/12 – The Deputy Mayor advised that he and the Mayor had attended the licence hearing for Heaven Awaits and West Suffolk had granted a new licence.
Page 6 – 19/12/27 – Members were advised that the first meeting of the Hazardous Road Junctions Working Group would be held in the near future.
20/01/8
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
None noted.
20/01/9
REPORT FROM COUNTY COUNCILLORS
None noted. A request was made for regular briefings and updates on SCC work to be provided.
20/01/10
REPORT FROM DISTRICT COUNCILLORS
None noted. A request was made for regular briefings and updates on West Suffolk work to be provided. The Deputy Mayor would take this forward.
20/01/11
WARD REPORTS FROM TOWN COUNCILLORS
Cllr Yarrow advised that youths had been running down a road in Freshfields smashing car mirrors and lights. The Police had responded within 4 minutes and private CCTV was checked but no evidence found. The positive Police response was welcomed.
20/01/12
TO RECEIVE REPORTS FROM TOWN COUNCILLORS ELECTED AS REPRESENTATIVES ON OTHER BODIES
None noted.
20/01/13
TO RECEIVE THE TOWN MAYOR’S AND DEPUTY MAYOR’S ANNOUNCEMENTS
Owing to the Christmas break, the Mayor had attended only one event, the Newmarket Interfaith Forum Community Event held on Sunday 19th January.
20/01/14
TO RECEIVE THE MINUTES AND CONSIDER ANY RECOMMENDATIONS FROM THE D&P COMMITTEE MEETINGS HELD ON 16TH DECEMBER 2019 AND 6TH, 13TH AND 20TH JANUARY 2020
The Deputy Mayor presented the report and recommendations from the Development & Planning Committee meeting held on 16th December 2019 and 6th, 13th and 20th January 2020. There were no recommendations.
20/01/15
TO RECEIVE THE MINUTES AND ANY RECOMMENDATIONS FROM THE LEISURE SERVICES COMMITTEE MEETING HELD ON 6TH JANUARY 2020
The Deputy Mayor presented the report and recommendations from the Leisure Services Committee meeting held on 6th January 2020. There were no recommendations.
20/01/16
TO RECEIVE THE MINUTES AND ANY RECOMMENDATIONS FROM THE COMMUNITY SERVICES COMMITTEE MEETING HELD ON 13TH JANUARY 2020
The Chairman of the Community Services Committee presented the report and recommendations from the Community Services Committee meeting held on 13th January 2020. There were no recommendations.
Cllr Drummond declared a nonpecuniary interest in the following item and did not vote.
20/01/17
TO RECEIVE THE MINUTES AND ANY RECOMMENDATIONS FROM THE FINANCE & POLICY COMMITTEE MEETING HELD ON 20TH JANUARY 2020
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 20th January 2020.
20/01/17.01 Not Resolved (F/20/01/4.01 Recommendation)
That NTC donates £500 to sponsor the BID 2020 Business Awards for the Best Dressed Christmas Shop Window category subject to the Acting TCM confirming the Council has the Power to spend.
Given that the BID was supposed to be self-financing, a request was made for an update on the financial position of the BID with consideration of sponsorship for the 2020 Business Awards to follow at the next meeting.
20/01/17.02 Resolved (F/20/01/8.01 Recommendation)
That the ratification of the schedules of payments for the period 01/12/2019
– 31/12/2019 (Cash Book 1 and 2) be received and adopted.
20/01/17.03 Resoled (F/20/01/11.01 Recommendation)
That the Internal Audit Report for 19/20 be received and adopted.
20/01/18 NEWMARKET RECYCLING CENTRE
Members were advised that West Suffolk and East Cambs supported the reopening of the Newmarket Recycling Centre and pressure would continue to be put on SCC to deliver this initiative.
20/01/19 TO RECEIVE AN UPDATE ON NEWMARKET MARKET
Members were advised that following a meeting with the West Suffolk Market Development Officer, there were 8 regular and 4 casual stalls. A number of points were discussed including safety, costs to stall holders and a discount for new stall holders. A monthly list of stalls would be provided to the Community Services Committee and efforts would be made to promote the Market to new stall holders and charitable stalls as well as to the wider public to help promote footfall and make the market a more profitable prospect for traders. It was noted that the Market Charter stated that the Market be held on a Tuesday and Saturday and could not be changed.
20/01/20 TO RECEIVE AN UPDATE ON THE NEWMARKET VISION STEERING GROUP
Members were advised that the last meeting was held on 20th January 2020 which was Chaired by Paul West from SCC. The outcomes of the Vision Conference were discussed and the youth engagement was noted. They had produced a mural which would be framed and displayed in the Memorial Hall. Other items discussed included, transport, expanding cycle networks, anti- social behaviour at the Train Station and reopening of the Recycling Centre.
The Acting TCM read out the allocations of Section 106 money for the High Street redevelopment and skate park however a different set of figures had been supplied to Cllr Kerby and she would seek clarity on this and also ascertain who decides the allocations.
The Acting TCM suggested that NTC should lead on Community Planning using the Actions in the Neighbourhood Plan as a strategy for the next few years.
Members discussed the work of the Steering Group and there were a number of differing opinions of what they represented and had accomplished. The following was agreed:
20/01/20.01 Resolved
That a Working Group be set up comprising of Cllrs Kirk (Chairman) Kerby, Jefferys and Appleby to review the value of the Newmarket Vision Steering Group.
20/01/21 TO DISCUSS THE SUN LANE ARCH DESIGNS
Members were advised that the designs were not yet ready to be presented.
20/01/22 STANDING ORDERS WORKSHOP
It was agreed with the Acting TCM that the date of the workshop would be 13th February 2020 in the Council Chamber at 7:00pm all Members should make efforts to attend.
20/01/23
COMMITTEE MEMBERSHIP – TO CONSIDER A REQUEST BY CLLR FITZGERALD TO JOIN THE D&P, LEISURE SERVICES AND COMMUNITY SERVICES COMMITTEES
The request was considered and the following was agreed:
20/01/23.01 Resolved
That Cllr Fitzgerald be appointed as a member of the D&P, Leisure Services and Community Services Committees.
20/01/24 TO REVIEW THE USE OF COUNCILLOR EMAILS
Acting TCM advised that a survey was being conducted because it appeared there were a number of Members not using their NTC email address. All NTC correspondence is being sent to these addresses. Use of private email addresses for council business is contrary to GDPR and should only be used in exceptional circumstances. It was noted there had been some issues since the server was moved and all email access issues should be advised to the Acting TCM.
20/01/25 TO NOTE THE DECISION OF THE SECRETARY OF STATE REGARDING THE HATCHFIELD DEVELOPMENT
The Acting TCM advised that a decision was still awaited and she would attempt to find out when it was expected. It was proposed that the Town Council reconsider its position on this development and it was advised that this would have no material effect on the outcome of the decision by the Secretary of State and that a decision such as this could not be made under an agenda item for noting. It was agreed that the Town Council’s decision would be reviewed at the next meeting on the basis of new information received.
A Member of the Press left the meeting.
20/01/26 QUEENSBURY LODGE
Members were advised that West Suffolk Officers had been negotiating with the owner and a report to West Suffolk Cabinet would be available soon.
20/01/27 TO CONSIDER CORRESPONDENCE
The following correspondence was noted:
- Life Link Expansion – the offer to give a presentation was accepted – date to be
- Weatherby Crossing – letter from Cheveley Parish Council in support of the footpath to be added to the Definitive Map and Statement for the area was noted.
- West Suffolk Parish and Town Forum – date of the next forum to be held on 17th March 6pm – 8pm at the Memorial
- Suffolk Police Crime Commissioner Survey on a proposed precept increase of 4% for 2020/2021 – Members were advised to make individual responses to the
20/01/28 EXCLUSION OF THE PRESS & PUBLIC
With the vote being unanimous, it was:
20/01/28./01 Resolved
To exclude the public and press under the Public Bodies (Admissions to Meetings) Act 1960, for the remainder of the meeting because of the likely disclosure of private and confidential information or staff matters.
A Member of the Press and Public left the meeting
20/01/29 ***STAFF UPDATE**
Acting TCM advised that the advertising of the Town Clerk vacancy had been increased to reach a wider audience of candidates. The closing date for applications is 17th February 2020. It was:
20/01/29.01 Resolved
That Councillors Drummond and Jefferys and the Acting TCM would form the interview panel and that a recommendation for appointment would be made to the March meeting of Full Council.
20/01/30 ***MEMORIAL GARDENS***
A request to close the Memorial Gardens for one morning per week for the sole use of specific groups was considered. The request was welcomed and the following was agreed:
20/01/30.01 Resolved
That the Memorial Gardens be closed to the general public one morning per week during term time for 2 hours for the sole use by specific groups.
20/01/31 DATE OF THE NEXT MEETING OF THE TOWN COUNCIL
Monday 24th February 2020.
Meeting closed at 8:02pm
Signed : By the Chairman
Date : 24/02/2020