Minutes of the Meeting of Newmarket Town Council

‌Minutes of the Meeting of Newmarket Town Council held on Monday 29th April 2024 at 6:15pm at the Memorial Hall‌

Attendance:

Councillor P Winter (Town Mayor) Councillor P Hulbert

Councillor J Berry Councillor J Jarvis

Councillor J Borda Councillor J McHugh

Councillor A Drummond Councillor R Nobbs

Councillor J Harvey Councillor S Perry

Councillor R Hood

Also Present: C Whitaker – Town Clerk, J Ashton – Minute Assistant, Katie and Diana - Newmarket Reach Community Projects and 1 Member of the Press.

‌                                                      Minute                                                        24/04/1 Welcome

The Chairman opened the meeting and read the fire safety notice and confirmed that proceedings were being recorded by the Minute Assistant and asked if anyone else intended to record the meeting.

‌24/04/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)

Apologies were received from Cllrs Crissall, Jones, Starkey, and Yarrow. Cllr Clover was absent.

24/04/3 Declaration of Members Interests & to Remind Councillors of the Need to Keep up to Date Their Register of Member’s Interests and to Consider any Requests Received for Member’s Dispensation

None noted. There were no requests for Member’s dispensation.

24/04/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 25th March 2024 and any Matters Arising.

The Chairman presented the minutes of the meeting of the Town Council held on 25th March 2024 and the following was agreed:

24/04/4.01 Resolved

That the minutes of the meeting held on 25th March 2024 be adopted and signed as a correct record by the Town Mayor.

There were no matters arising.

24/04/5 Public Open Session

No members of the public wished to speak.

24/04/6 Police Report

A written report from Sgt Button - Newmarket Police Community Team (PCT) was noted.

Cllr Berry joined the meeting.

24/04/7 Presentation – Newmarket Reach Community Projects

A presentation on the work of the Newmarket Community Reach team was given. They are available in the Racing Centre two days per week and deal with referrals to help residents with debt, benefits, housing, relationship breakdown and domestic abuse issues. Their work is similar to that of the CAB but they are able to offer face-to-face meetings at client’s homes. They also educate children on how to manage money and are trained and licenced to give debt advice.

The Mayor gave thanks for the information and Katie and Diana left the meeting.

24/04/8 Councillor Reports

Suffolk County Council (SCC) – Cllr Hood reported that the monthly newsletter had been sent out. A highlight of the report was that 96% of children had secured their first choice of school.

Cllr Drummond reported that the work on the fencing at Rayes Lane had started on 15th April but was stopped to hold a site meeting and consultation. The work will resume in near future.

Cllr Perry pointed out that funding was available for electric charging points in local streets. Applications are available online for residents to nominate streets and the public need to be made aware of this. Newmarket has now been added to the Suffolk Good Journeys website. Letters have been issued in the CB8 area offering free installation to homes with low energy efficiency.

West Suffolk Council (WSC) - She will be contacting Anglian Water to request that the chalk stream is kept clear at the Yellow Brick Road.

Ward Reports - Cllr Hulbert reported that he had attended a Passenger Association meeting and extra trains will be put on from the weekend for race meetings. Stephensons had reported that they are unable to provide a bus service from Kennet and Kentford due to bridge weight restrictions. The bridge is owned by CCC and not Network Rail and Cllr Harvey agreed to write to CCC to request that they take action on the bridge.

Cllr Jarvis reported that a meeting had been held regarding the Studland’s orchard, green space and the area of the old BMX track. Levelling Up funding will allow the park to be extended around to the green space and WSC will cut back the brambles 4 times per year. The fruit trees are being mapped out by NCNR and mulching is being done.. Draft proposals for future use of the old BMX track include allotments, community gardens and play zones. Cllr Perry added that there is a waiting list for allotments.

Ward – Cllr Nobbs thanked the Mayor for her help with the Tea Dance.

Outside bodies – None noted.

24/04/9 Mayors Announcements

The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:

13th April 2024 – attended the ‘Taste Ramadan’ event at the National Horseracing Museum.

19th April – attended the Young Writers’ event at the National Horseracing Museum.

21st April 2024 – attended the St George’s Day parade and Church Service at St Mary’s Church.

24/04/10 To Receive the Minutes and Consider and Approve any Recommendations from the Development & Planning Committee Meetings held on 8th and 22nd April 2024

The Chairman of the Development & Planning Committee presented the minutes and recommendations from the Development & Planning Committee meetings held on 8th and 22nd April 2024. There were no recommendations.

24/04/11 To Receive the Minutes and Consider and Approve any Recommendations from the Leisure Services Committee Meeting held on 8th April 2024

The Chairman of the Leisure Services Committee presented the minutes and recommendations from the Leisure Services Committee meeting held on 8th April 2024.

24/04/11.01 Resolved (L/24/04/8.01 Recommendation)

That delegated powers of spending be given to Town Clerk and Chair of Leisure Services to authorise any further costs within the current year budget.

24/04/11.02 Resolved (L/24/04/8.02 Recommendation)

That the plan for the Christmas event 2024 be approved in principal and that the Events Manager presents the costings at the next Leisure Services meeting.

24/04/11.03 Resolved (L/24/04/8.03 Recommendation)

That a Carnival be held in 2025 and that the date and budget be confirmed at a future Leisure Services meeting.

24/04/12 To Receive the Minutes and Consider and Approve any Recommendations from the Performance & Audit Committee Meeting held on 22nd April 2024

The Vice Chairman of the Performance & Audit Committee presented the minutes and recommendations from the Finance & Policy Committee meeting held on 22nd April 2024.

24/04/12.01 Resolved (P/24/04/6.01 Recommendation)

That the Transport & Parking Working Group convene a meeting to discuss and consider the matter and report back to D&P.

24/04/13 Working Group Reports

Cllr McHugh gave a report from the webinar hosted by Suffolk Wildlife on hedgehogs. The Environmental Working group will look at holding a hedgehog event next year to celebrate hedgehogs, to raise awareness and to improve safety. The information from the webinar will be added to the NTC website.

24/04/14 Budget 2023/2024

The final outcome report with recommendations for transfers to reserves was considered and the following was agreed:

24/04/14.01 Resolved

That the recommendations in the final outcome report 2023/2024 for transfers to reserves be approved.

24/04/15 Internal Audit

The Final Internal Audit Report was received and noted. Thanks were given the Town Clerk for doing a good job with the Budget.

24/04/16 Annual Governance and Accounting Report 2023/224

The Annual Governance and Accountability Return were presented, and the following was agreed:

24/04/16.01 Resolved

That Section 1 of the Annual Governance Statement for 2023/2024 indicating systems of internal control and arrangements for preparation of the accounting statements be approved and signed.

The Annual Accounting Statements were presented, and the following was agreed:

24/04/16.02 Resolved

That Section 2 Accounting Statements for 2023/2024 be approved and signed.

24/04/17 Small Grant Consideration

A request from the Rotary Awards 2024 was considered and the following was agreed:

Cllr Nobbs declared an ‘other interest’ in the following item and left the meeting.

24/04/17.01 Resolved

That the request from the Rotary Awards 2024 for £1,000 be approved.

Cllr Nobbs returned to the meeting.

24/04/18 Correspondence

BID end of year report 2023/2024 – was received and noted.

24/04/19 FTC Working Groups

A request from Cllr Perry to become a Member of the Health & Well-being Working Group was received and the following was agreed:

24/04/19.01 Resolved

That the request from Cllr Perry to become a Member of the Health & Well-being Working Group be approved.

24/04/20 Date of the next Meeting

Monday 13th May 2024 in the Memorial Hall. (Annual Meeting of the Council) Meeting closed at 7:10pm

Signed:         Cllr Winter                   Date:         13/05/24                 

Summary of Resolutions