Annual Meeting of the Town Agenda 18-05-2020

Councillors, you are hereby summoned to attend the Annual Meeting of the Newmarket Town Council on Monday 18th May 2020 at 6pm on Zoom.

The meeting is open to the public who are encouraged to join the meeting and participate at the appropriate time. Any member of the public wishing to do so should email tcm@newmarket.gov.uk to receive an invitation to the Zoom meeting. No special software is required. The meeting will be conducted in the usual way with one person speaking at a time, those wishing to speak putting their hands up and the Mayor determining whose turn it is to speak. Voting will be by show of hands as normal.

Occasionally matters relating to contractual or staffing issues 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.
This meeting is being held on the online Zoom platform and is being recorded. Any member of the public in attendance who does not wish to be included in the recording can disable their video although this would prohibit their ability to participate in the meeting at the appropriate time.

1. Election of Mayor – to elect a Mayor for Newmarket Town Council for the 2020/21 Municipal Year and to sign the Declaration of Acceptance of Office.
2. Election of Deputy Mayor – to elect a Deputy Mayor for Newmarket Town Council for the 2020/21 Municipal Year and to sign the Declaration of Acceptance of Office.
3. Welcome Mayor to announce that this meeting is being recorded and to ask whether anyone else intends to record the meeting.
4. Apologies for absence.
5. Interests – Declaration of Members’ Interests & to remind Councillors of the need to keep up to date their Register of Members’ Interests and to consider any requests received for Members’ Dispensation.
6. Minutes – To receive and confirm the Minutes of the Town Council Meeting held on Monday 4th May 2020 and any matters arising.
7. Public participation ‘An invitation to members of the public to put questions/statements of not more than 3 minutes duration. Resolutions can only be made on items on the agenda, but Councillors are very happy for matters relating to the Town to be brought to their attention. (maximum 15 minutes)
8. Committee Meetings – To receive the minutes and consider any recommendations from the Development & Planning meeting held on 11th May 2020.
9. Terms of Reference for Working Groups – to discuss
10. Standing Orders – to amend Standing Orders to reflect the February resolution for Committee Membership.
11. Committee Membership – To appoint members to committees of the Council (Councillor committee preferences to be tabled at the meeting).
12. Committee Terms of Reference – to set up a Working Group to to review committee delegations, terms of reference and the constitution to reflect the February resolution on committees and, if necessary, to further review Standing Orders.
13. Representatives on other bodies – To elect/confirm Town Councillors on other bodies.
14. Coronavirus Response – to receive and note the minutes of the Steering Group meeting held on 5th May 2020 and to receive an update.
15. Coronavirus Financial Update – to receive an update on coronavirus related expenditure to date.
16. Finance
a) To receive the minutes and recommendations from the Finance & Policy Working Group meeting held on 11th May;
b) To approve the cash books for April 2020;
c) To note the income and expenditure for all committees for April 2020.
17. Coronavirus Government Guidance – to review the current operational arrangements in light of the new Government guidance.
18. Memorial Gardens – to approve the release of the 10% retention payment to Proscape against the Memorial Gardens Masterplan project.
19. Weatherby Crossing – to receive an update on the public inquiry and the preparation of the statement of case including the appointment of an expert witness.
20. PCSO – to receive the monthly update.
21. Correspondence –
22. Date of the next Meeting – 1st June 2020

Signed D.Sarson                                                                             Deborah Sarson, Acting Town Council Manager                                                                    12th May 2020