Annual Meeting of the Newmarket Town Council Agenda 24-05-2021
Councillors, you are hereby summoned to attend the Annual Meeting of the Newmarket Town Council to be held at Memorial Hall, High Street, Newmarket, CB8 8JP
on Monday 24th May 2021 at 6pm.
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
1. The Mayor to read the fire safety notice and announce that proceedings are being recorded
2. Election of Mayor – to elect a Mayor for Newmarket Town Council for the 2021/22 Municipal Year and to sign the Declaration of Acceptance of Office.
3. Election of Deputy Mayor – to elect a Deputy Mayor for Newmarket Town Council for the 2021/22 Municipal Year and to sign the Declaration of Acceptance of Office.
4. Apologies for absence.
5. To welcome newly elected councillors and note receipt of Declarations of Acceptance of Office
6. 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
7. Minutes of the previous meeting held 26th April 2021
a) To consider and adopt the minutes as a true record of the proceedings
b) To consider any matters arising.
8. Public participation – an invitation to members of the public to make representations to Councillors. The maximum time permitted for this item is 15 minutes and no person may speak for longer than 3 minutes in total. This is the only opportunity during the meeting, for members of the public to address councillors.
9. Councillor Reports – To reveive and note reports from County and District Councillors, Ward Reports and outside bodies reports from Town Councillors
10. Committee Meetings
a) To receive the minutes and consider and approve any recommendations from the Development & Planning meetings held on 04th May 2021 and 17th May 2021
b) To receive the minutes and consider and approve any recommendations from the Community & Leisure Services meeting held on 04th May 2021
c) To receive the minutes and consider and approve any recommendations from the Finance and Policy meeting held on 17th May 2021
11. Committee Terms of Reference and Membership
a) To review Terms of Reference and delegation arrangements to committees
b) To appoint members to committees
12. To review delegation arrangements to staff
13. Review and adoption of Standing Orders and Financial Regulations
To note that revised Standing Orders were adopted 22nd March 2021 and that Financial Regulations are undergoing a Working Group review for presentation to a future meeting of the Finance and Policy committee
14. To confirm Town Councillor representatives on other bodies and arrangements for reporting back
15. To review arrangements with other local authorities
a) West Suffolk Council SLA for grounds maintenance and cemetery management
16. To review the Asset Register
17. To confirm arrangements for insurance cover in respect of all insurable risks
18. To review council’s expenditure incurred under the General Power of Competence
19. To approve dates and times of ordinary council meetings for 2021/2022
20. Internal Audit – to receive the Internal Auditor report for 2020/2021
21. Annual Governance and Accountabillity Return (external audit) 2020/2021
a) To approve Section 1, Annual Governance Statement
b) To approve Section 2, Accounting Statements
22. To consider a response to consultations
a) Newmarket Cumulative Impact Assessment
b) Exning Road Traffic Regulation Order
23. PCSO – to receive the monthly report
24. Correspondence
25. Date of the next Meeting – Monday 28th June 2021
26. Exclusion of the press & public – To resolve that under the Public Bodies (Admissions to Meetings) Act 1960, the public and press be excluded for the remainder of the meeting because of the likely disclosure of private and confidential information relating to individuals
27. Staff update – To receive an update on staff matters and consider any actions
Signed: D.Baines Debbie Baines, Town Clerk 18th May 2021