Leisure Services Minutes draft 07-11-2022

Minutes of a Meeting of the Leisure Services Committee

Held on Monday 5th September 2022 at 7:10 pm

Attendance:

Councillor J Ferries (Chairman)

Councillor P Hulbert

Councillor M Anderson

Councillor M Jefferys

Councillor A Drummond

Councillor S Perry

Councillor J Harvey

Councillor K Yarrow

Councillor R Hood

Also Present: T Symonds – Deputy Town Clerk, C Argyroudi – Events Manager, J Ashton – Minute Assistant and 1 Member of the Press.

Minute

L/22/09/1 Chairman to Read the Fire Safety Notice and Announce that Proceedings May be Filmed or Recorded
The Chairman opened the meeting read out the fire safety briefing and announced that no fire alarm was planned and that the meeting may be filmed or recorded.

L/22/09/2 Apologies for Absence

Apologies were received from Cllrs Borda, Crissal, De’Ath, Lay and Winter. Cllr Hall was absent. The Chairman requested that Cllrs who have not given apologies be asked about their membership of the Committee.

L/22/09/3 Declaration of Member’s Interests and to Remind Councillors of the Need to Keep up uo Date Their Register of Member’s Interests and to Consider Any Requests Received for Members Dispensation
Cllr Yarrow declared a non-pecuniary interest in item 12 and Cllr Ferries declared a non-pecuniary interest in item 9. There were no requests for dispensations.

L/22/09/4 To Receive and Confirm for Accuracy the Minutes of the Leisure Services Committee Meeting Held on Monday 4th July 2022 and Any Matters Arising
Members received the minutes of the Leisure Services Committee meeting held on 4th July 2022 and the following was agreed:

L/22/09/4.01 Resolved
That the minutes of the Leisure Services Committee meeting held on 4th July 2022 be adopted and signed as a true record by the Chairman of the Leisure Services Committee.

Matters arising:
L/22/07/10 – SID A request was made to follow up the moving of the SID on Bury Road to the opposite side.

L/22/09/5 Public Open Session
No members of the public were present.

L/22/09/6 To Receive the Accounts
The draft accounts for August 2022 were received and noted.

L/22/09/7 Memorial Gardens
The WSC Memorial Gardens safety report was received and noted.

L/22/09/8 Cricket Club
A request from Cllr Perry to join the Cricket Club Liaison Working Group was considered and the following was agreed:

L/22/09/8.01 Resolved
That the request from Cllr Perry to join the Cricket Club Liaison Working Group be approved.

Cllr Ferries declared a non-pecuniary interest in the following item
L/22/09/9 Remembrance Arrangements
The arrangements for the Remembrance Day event to be held on 13th November 2022 were considered and the following was agreed:

L/22/09/9.01 Recommendation
That refreshments for the RBL coffee time be provided in the Tattersalls restaurant following the service.

L/22/09/10 Tea Dances
Resuming the tea dance on the last Friday of each month was considered and the following was agreed:

L/22/09/10.1 Recommendation
That the next tea dance be held on 25th November and that the ticket price be kept at £4.50. That the choice of music to be delegated to the Events Manager to consult with attendees.

L/22/09/11 Events
Memorial Gardens Summer Entertainment – A debrief report on the Summer Entertainment programme with costs was noted. Thanks and a round of applause were given to the Events Manager for this successful event.

Wellbeing – A debrief report on the Yoga classes in the gardens was noted and the following was agreed:

L/22/09/11.01 Recommendation
That free yoga classes be continued next year and be included in the 2023 budget. That registration for tickets be increased to 70 per class. That the garden gates be closed at 6:00pm on the days of the classes.

Community Bulb Planting – a report on planting bulbs on Munchkin’s Green on 22nd October was considered and the following was agreed:

L/22/09/11.02 Recommendation

That the Community bulb planting event on 22nd October be approved and that free refreshments be provided with a budget of £50.00.

Christmas Event – a report on the Christmas event was considered and the following was agreed:

L/22/09/11.03 Recommendation
That a 3-day Christmas event be held in the Memorial Gardens 9th-11th December 2022 with an ice rink provided by Odin for £8,500.

Other activities will include a snow globe and a small Christmas market.

L/22/09/12 Newmarket Venues
Bookings – The Events Manager presented a report on the bookings for July and August, noting that £3,773.78 income was received in July and £4,572.63 in August 2022; £16,767.57 Year-To-Date.

Bookings for September include 4x meetings £347.75, 1x dance event £120, 1x Free event, 1x outdoor fitness £66.64, 1x Sport Pavilion daily meetings £1,833.26, 1x Sport Pavilion weekly meetings £54.

Bookings for October include 2x meetings £62.50, 1x Job fair £185, 2x blood donations £720, 1x Comedy night £203, 1x Halloween staff party £250, 1x dance event £120, 1x kids theatre workshop (2days) £166, 1x new weekly dance workshop £380, 1x outdoor fitness £83.30, 1x Sport Pavilion daily meetings £1,749.93, 1x Sport Pavilion weekly meetings £67.50.

Cllr Yarrow declared a non-pecuniary interest in the following item.
Newmarket Community Arts – a request to continue to use the Pavilion on a Wednesday evening for 2 hours for a Community Samba band was considered and the following was agreed:

L/22/09/12.01 Recommendation
That the request from Newmarket Community Arts to continue to use the Pavilion on a Wednesday evening for 2 hours for a Community Samba band free of charge be approved to the end of March 2023. That a discount of 58% be offered from April 2023.

L/22/09/13 Cinema Equipment
NTC has been given the opportunity to take ownership of cinema equipment donated by the Suffolk Cinema Network for community use along with a grant of £1,000. The Suffolk Cinema Network will continue to provide technical support. Opportunities for the equipment to be used in the community to be explored.

L/22/09/14 Correspondence
None noted

L/22/09/15 Date of Next Meeting
Monday 7th November 2022 at the Memorial Hall.

Meeting closed at 7:40pm.

Signed ______________________________ Date ______________________

                                       Summary of Recommendations

Recommendation	Recommendation Wording
L/22/09/8.01 Resolved	That the request from Cllr Perry to join the Cricket Club Liaison Working Group be approved.
L/22/09/9.01 Recommendation	That refreshments for the RBL coffee time be provided in the Tattersalls restaurant following the service.
L/22/09/10.01 Recommendation	That the next tea dance be held on 25th November and that the ticket price be kept at £4.50.  That the choice of music to be delegated to the Events Manager to consult with attendees.
L/22/09/11.01 Recommendation	That free yoga classes be continued next year and be included in the 2023 budget.  That registration for tickets be increased to 70 per class.  That the garden gates be closed at 6:00pm on the days of the classes.
L/22/09/11.02 Recommendation	That the Community bulb planting event on 22nd October be approved and that free refreshments be provided with a budget of £50.00.
L/22/09/11.03 Recommendation	That a 3-day Christmas event be held in the Memorial Gardens 9th-11th December 2022 with an ice rink provided by Odin for £8,500.
L/22/09/12.01 Recommendation	That the request from Newmarket Community Arts to continue to use the Pavilion on a Wednesday evening for 2 hours for a Community Samba band free of charge be approved to the end of March 2023.  That a discount of 58% be offered from April 2023.