Leisure Services Minutes Signed 15-05-2023

Attendance:

Councillor R Nobbs (Chair)

Councillor J Harvey

Councillor J Borda

Councillor P Hulbert

Councillor L Crissall

Councillor E Kavanagh

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

Minute

L/23/05/1 To Elect a Chairman
Cllr Harvey nominated Cllr Nobbs. There were no other nominations and a vote was taken. The following was agreed:

L/23/05/1.01 Resolved
That Cllr Nobbs be elected as the Chairman of the Leisure Services Committee for 2023/2024 Municipal Year.

Cllr Nobbs took the chair
L/23/05/2 To Elect a Vice Chairman
Cllr Nobbs nominated Cllr Winter. There were no other nominations and a vote was taken. The following was agreed:

L/23/05/2.01 Resolved
That Cllr Winter be elected as the Vice Chairman of the Leisure Services Committee for 2023/2024 Municipal Year.

L/23/05/3 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/23/05/4 Apologies for Absence
Apologies were received from Cllr Winter. Cllr Jarvis was absent.

L/23/05/5 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
None noted. There were no requests for dispensations.

L/23/05/6 To Receive and Confirm for Accuracy the Minutes of the Leisure Services Committee Meeting Held on Monday 6th March 2023 and Any Matters Arising
Members received the minutes of the Leisure Services Committee meeting held on 6th March 2023 and the following was agreed:

L/23/05/6.01 Resolved
That the minutes of the Leisure Services Committee meeting held on 6th March 2023 be adopted and signed as a true record by the Chairman of the Leisure Services Committee.

There were no matters arising.

L/23/05/7 Public Open Session
No members of the public were present.

L/23/05/8 To Receive the Accounts
The accounts for April 2023 were received and noted.

L/23/05/9 Memorial Gardens
The WSC Memorial Gardens safety report was received and noted. The full safety report will be forwarded to the Chair of this committee on a monthly basis from this point.

L/23/05/10 Newmarket in Colour
A report on the Newmarket in Colour project was presented and considered. The following was agreed:

L/23/05/10.01 Recommendation
That the costs for two signs to be purchased to promote the BID Butterfly installation, and that a children’s butterfly event be held in the Memorial Hall on 1st July 2023 for £250 plus materials, be approved.

L/23/05/10.02 Recommendation
That the costs to provide two blank screens for murals to be painted on and the artist fees be approved at a total of £1,000.

L/23/05/11 Events Position/s
A Working Group will be set up to look at covering the soon-to-be vacant Events Manager post and other options, comprising of the Town Clerk, Cllrs Harvey, Yarrow, Nobbs and Winter.

L/23/05/12 Review of Event Hire Fees
A report on the hire fees from 1st June 2023 was considered and the following was agreed:

L/23/05/12.01 Recommendation
That the current hire fees be approved to remain the same from 1st June 2023 to 31st May 2024 and be reviewed in April 2024, unless deemed necessary before that time.

L/23/05/13 Events
Coronation Event – a debrief report on this successful event, which was well supported by residents, despite the weather forecast was received. A vote of thanks was given to the Events Manager and the staff team for all their work on the this very successful event.

Car Boot Sales at the Severals – Car boot sales will be held on the following dates:
28 May: Laureate Academy PTA
25 June: Newmarket Lions Club
2nd July: Exning Scouts
16 July: Newmarket Evening WI
30 July: Newmarket URC Tennis club
13 August: Royal British Legion Newmarket
20 August: Somerset Court Cheveley, raise money for a defibrillator
27 August: Little Buds preschool

Yoga in the Memorial Gardens – a new instructor has been appointed and classes will be held on 31st May, 7th June, 5th July, 2nd August, 14th June, 12th July, 09th August, 21st June, 19th July, 16th August, 28th June, 26th July, 23rd August. Bookings can be made via Eventbrite.

L/23/05/14 Newmarket Venues
A report on the bookings for March and April was presented, noting that £4,248 income was received in March and £4,495 in April 2023: £46,939 Year-To-Date.

Bookings for May 2023 – Elections West Suffolk £478.50, Pavilion Community Arts £63, 1x Private meeting £120, Pavilion Private weekly meeting £67.50, 4x Private meetings: £143.75, Pavilion 3x yoga classes £150, 1x NHS Blood bookings £360, Severals school use £8.33, 1x Charity meeting £120 plus catering £260, Toilets use Joggers Free, 1x Charity meeting £150, Severals outdoor fitness £83.33, 1x Children party £116, 2x Monday’s dance events: £192, 1x Sunday dance event £120, Comedy night £174, Children’s theatre workshop £83.33, Tea dance event.

Bookings for June 2023 – 3x NHS blood bookings £1,080, Pavilion weekly private meeting £54, 6x private meetings £218.75, Pavilion Community Arts £84, 3-day chess tournament £384.25, Pavilion Charity walk Free, Job fair £156, Severals events £300, 1x Sunday dance event £120, Severals outdoor fitness £99.96, 4x Monday’s dance events £384, Tea dance event.

L/23/05/15 Correspondence
None noted.

L/23/05/16 Date of Next Meeting
Monday 3rd July 2023 at the Memorial Hall.

Meeting closed at 7:35pm.

Signed: By the Chairman                 Date: Monday 15th May 2023

                                                   Summary of Recommendations

Recommendation	Recommendation Wording
L/23/05/1.01 Resolved	That Cllr Nobbs be elected as the Chairman of the Leisure Services Committee for 2023/2024 Municipal Year.
L/23/05/2.01 Resolved	That Cllr Winter be elected as the Vice Chairman of the Leisure Services Committee for 2023/2024 Municipal Year.
L/23/05/10.01 Resolved	That the costs for two signs to be purchased to promote the BID Butterfly installation, and that a children’s butterfly event be held in the Memorial Gardens or Hall on 1st July 2023 for £250 plus materials, be approved.
L/23/05/10.02 Resolved	That the costs to provide two blank screens for murals to be painted on and the artist fees be approved at a total of £1,000.
L/23/05/12.01 Resolved	That the current hire fees be approved to remain the same from 1st June 2023 to 31st May 2024 and be reviewed in April 2024, unless deemed necessary before that time.