Full Town Council Agenda 30-05-2023

NOTICE IS HEREBY GIVEN OF A MEETING OF THE NEWMARKET TOWN COUNCIL

to be held at

Memorial Hall, High Street, Newmarket, CB8 8JP

Tuesday 30^th May 2023 at 6.15pm

Councillors are hereby summoned to attend for the purpose of transacting the business that follows

A G E N D A

1. Welcome – The Mayor to read the fire safety notice and announce that this meeting is being recorded and to ask whether anyone else intends to record the meeting

2. Apologies for absence

3. Declaration of interests

a) Councillors are invited to raise any declarations of interest concerning items on the agenda

b) To consider any requests for dispensation

4. Minutes of the previous meeting held 11th May 2023

a) To consider and adopt the minutes, as a true record of the proceedings

b) To consider any matters arising

5. Public participation – an invitation to members of the public to make representations to Councillors. Resolutions can only be made on items on the agenda
Rules of public participation: no person may for longer than 3 minutes in total. The maximum time permitted for this item is 15 minutes. This is the only opportunity during the meeting, for members of the public to address Councillors.

6. Councillor Reports – to receive and note reports (if any) from County and District Councillors, Ward Reports and outside bodies reports from Town Councillors

7. Announcements – To receive the Town Mayor’s and Deputy Mayor’s Announcements (if any)

8. Committee Meetings

a) To receive the minutes and consider and approve any recommendations from the Development & Planning meetings held on 15th May 2023, & 22nd May 2023 (22nd to follow)

b) To receive the minutes and consider and approve any recommendations from the Leisure Services meeting held on 15th May 2023

c) To receive the minutes and consider and approve any recommendations from the Finance & Policy meeting held on 15th May 2023

d) To receive the minutes and consider and approve any recommendations from the Performance & Audit meeting held on 22nd May 2023 (to follow)

e) To receive the minutes and consider and approve any recommendations from the Human Resources meeting held on 22nd May 2023 (to follow)
The meeting is held in public and the public are encouraged to attend and participate. Just occasionally matters such as contractual or staffing matters do have to be held in the confidential part of the meeting.
Members of the public and press may not orally report or comment about a meeting as it takes place if present at a meeting of the Council, but otherwise may:

a. film, photograph or make an audio recording of the meeting;

b. use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later;

c. Report or comment on the proceedings in writing, during or after a meeting or orally after the meeting.
The Council will where possible facilitate such recording unless it is being disruptive. It will also take steps to ensure that children, the vulnerable and members of the public who object to being filmed are protected without undermining the broader purpose of the meeting
Distribute to the following for information:
County & District Councillors, The Press, Newmarket Town Council Website

9. Co-option: To consider whether to advertise to co-opt to fill one vacent position on the Town Council Committee (verbal)

10. Annual Internal Audit Report: To receive and note the Auditor’s Final Report for the financial year 2022-2023

11. Annual Governance and Accountability Return 2022/2023 for Newmarket Town Council:

a. To approve the Annual Governance Statement 2022/23

b. To approve the Accounting Statements 2022/23

12. Statement of Accounts: to receive and approve the Statement of Accounts for Newmarket Town Council for 2022/2023

13. IT upgrade – to receive a report and recommendation for a cloud-based system upgrade with dynamic Decisions agenda pack software and hybrid meeting facilities

14. Small Grant Application: To receive an application from Newmarket Day Centre for funding

a. Newmarket Day Centre

b. SERV (Service by Emergency Response Volunteers) – referred from F&P Committee

15. Soapbox Derby 2024 – to agree a date for the event

16. ‘Pride in Place’ – to receive a report and proposal for a joint application to the UK Shared Prosperity Fund

17. Guineas – To receive information regarding the vacant District Council offices (verbal)

18. Performance & Audit Committee – To discuss the level of membership for this committee (verbal)

19. Correspondence

20. Date of the next Meeting – 26th June 2023

Signed:

Cathy Whitaker, Town Clerk           Date: 23rd May 2023